"Administrative Coordinator"

Administrative Coordinator

This position provides support for Westhampton College, performing and/or overseeing a variety of student, administrative, fiscal, and staff support activities. Primary responsibilities are in support of all the Deans, with particular emphasis on scheduling routine and urgent meetings both in advance and for emergencies, helping provide care and concern for the students of Westhampton College, including conduct-related matters, and supporting some programming and events. Some of these duties require advanced or specialized knowledge and skills. The Administrative Coordinator works as an active part of the Dean's staff to improve the workflow of the office.

Support for Deans for Student Services

• Manages the calendars of all four deans; makes routine, urgent, and crisis appointments as well as appointments for advisees, committees, faculty, staff, campus partners, alums, family members and guardians, and community members; coordinates staff and one-on-one meetings for the Dean.
• Assists with crisis management for students who walk in, are walked over, or call; for reports and calls from concerned faculty, staff, and community and family members, and for transports to the hospital and other health and well-being matters; first point of contact for Student Health and URPD.
• Is responsible for main phone line and general office email (WCAppointments; also WCDean), including serving as first-responder by answering routine questions, directing callers to the right department, taking messages for deans from all constituents (students, parents/families, colleagues, and alums) for higher-level concerns or requests, and updating in-office and virtual away messages and voice mail when office is closed.
• Schedules and supports conduct-related matters, including care and concern meetings.
• Administers and coordinates the recommendation writing process of all Westhampton College students for internal and external matters.
• Administers and coordinates the transfer process for all students.
• Administers and coordinates requests for dean's reports from outside institutions.
• Administers and coordinates requests from federal agencies for background checks.
• Other duties as assigned.

Programming and Community Responsibilities

• Provides administrative, logistical, and budgetary support to the deans for various programs and community events.
• Helps plan, execute, and staff various programs and community events; reports potential issues, proposes solutions, and makes recommendations for event improvements.
• Resolves/troubleshoots problems as needed, exercising good judgment in addressing questions or referring them to the supervising dean.
• Collects and maintains data on participant information, event registration, publicity, and attendees; provides additional support for other programming matters.
• Helps support student government by booking regular meeting rooms as well as other meeting or event needs; other logistical support as needed.
• Other duties as assigned.

General Office

• Is responsible for opening and closing the office each day, assuring that the various entry points and common areas are accessible starting at 8:30 am every day and secure after the office closes at 5 pm.
• Reconciles a number of p-cards, as well as supports travel and conference attendance.
• Complete staff-only and campus-wide trainings as professional development.
• Proofreads office correspondence, reports, and other documents.
• Orders supplies and maintains office inventory.
• Shares office coverage and maintenance with other Administrative Staff.
• Works as part of the Dean's staff to improve the workflow of the office as a whole and to communicate a positive image to students, parents/families/guardians, the community, the public, and other offices on campus.
• Contributes to staff meetings, trainings, and retreats in support of achieving College goals.
• Other duties as assigned.

CONTACTS: UR administrators, faculty, staff, students, parents/families/guardians, alums, and community members

SUPERVISION EXERCISED: None

WORKING CONDITIONS/PHYSICAL EFFORT:

• Work is normally performed in a typical interior/office work environment.
• Ability to lift up to 20 lbs. on occasion.

QUALIFICATIONS

Required

• Strong communication and interpersonal skills, and excellent attention to detail
• Demonstrated ability to follow protocols and directions, and to exercise good judgment
• Demonstrated ability to maintain confidentiality and show good judgment in student interactions that can be challenging or complex
• Ability to work with and support students from diverse backgrounds, identities, and experiences
• Must be able to work collegially in a fast-paced, high-stress environment; demonstrated experience working in a dynamic, team-oriented, and collaborative environment is required.
• Demonstrated ability in helping to establish workflow and manage interruptions, to thrive and manage effectively multiple tasks, deadlines, and priorities
• Ability to analyze and solve problems independently
• Ability to make administrative/procedural decisions and judgments independently
• Skill in organizing resources and establishing priorities
• Ability to gather data, compile information, and prepare reports
• Excellent records maintenance skills are required
• Excellent oral and written communication skills are required; demonstrated program planning and presentation skills are highly desired
• Computer literacy, including word processing, spreadsheet, email/calendar software, and web-based applications, is required; general knowledge of or experience with Microsoft Office, Banner/BannerWeb, Workday, and Maxient, is desired; ability to master University-specific programs for event management and logistics.

Preferred

• Strong database management skills
• Strong organizational skills
• Demonstrated office management skills, including prioritizing tasks, effectively interfacing with the public in various modes, and managing operational needs

EDUCATION AND EXPERIENCE

• High school diploma or GED required; bachelor's degree preferred
• 3 - 5 years progressive administrative experience preferred. Previous experience in a higher education environment also preferred.

Pay Range: 4 $18.18 to $22.72

Scheduled Hours: 38.75 per week; Monday through Friday, 8:30 am to 5 pm

Please submit a cover letter and resume