Administrative Coordinator, Dean's Office

Responsibilities

• Serving as the first point of contact in the Dean’s office to interact with and direct inquiries from faculty, students, alumni, and health professionals in person, via email, and by phone
• Managing the calendar for the Dean and the Vice Dean of Finance & Administration
• Coinciding document collection for faculty promotions in the School of Nursing; including advising faculty on required documents, identifying and contacting external referees, ensuring all documents are received and collated appropriately for review by the faculty promotion committee;
• Coinciding fourth year reviews and annual performance reviews for faculty, including serving as point of contact regarding inquiries
• Aiding in creating and preparing required documents for faculty tenure reviews (including obtaining data and creating summary charts of the data)
• Preparing, coordinating and proofreading confidential correspondence and other documents for the Dean
• Handling/assisting with travel arrangements, reservations and appointments for the Dean
• Handling travel & business expense forms and reimbursements for the Dean, reconciling P-card expenses, tracking expenses, and working with the Finance Office to process honoraria and check requests
• Coinciding arrangements for guest speakers and visitors to the School, including hotel and travel arrangements, creating itineraries, processing expense reimbursements, escorting guests around campus, etc.
• Assisting with the planning and organization of meetings, special events and faculty/staff gatherings including creating flyers/invitations, RSVPs, ordering food, IT setup, scheduling rooms, etc.
• Maintaining and updating school listservs, faculty & staff lists and directories on a regular basis to ensure accurate information
• Managing the filing system for the Dean’s Office
• Holding the mail, overseeing office equipment, and maintaining the supplies inventory for the Dean’s Office
• Taking minutes at faculty and staff meetings
• Performing additional duties as assigned

Requirements

• Requires a bachelor’s degree and at least three (3) years of related experience
• Strong computer skills and proficiency in Microsoft Office, Adobe, Excel, PowerPoint, Zoom are required

Qualifications

• The successful incumbent will have the ability to manage multiple projects, organize and coordinate information independently, and meet deadlines
• They must be extremely detail oriented and able to effectively communicate with all levels of faculty, staff and students at the School and University
• Excellent organizational, interpersonal and oral/written communication skills are required
• This position requires flexibility, solid judgment skills, confidentiality, and the ability to work as a team player in a fast-paced environment