Administrative Coordinator, Student Affairs

Department: Student Affairs • Location: Western Campus • Reports to: Dean of Student Affairs • Full-time, non-union support staff position.

About the role

Provides overall administrative support to the School Dean/Associate Dean, faculty, staff, and students. Works collaboratively with colleagues to achieve the goals of the department, school, division, and college.

Responsibilities

• Researches, collects, and compiles data for reporting and information purposes
• Coordinates routine office procedures
• Assists in developing and submitting the annual departmental budget
• Reviews and reconciles monthly departmental expenses, budget matters, and procurement card transactions; generates monthly budget reports
• Orders supplies and equipment; prepares purchase requisitions
• Assists in developing improved methods and procedures for unit support staff operations
• Provides exemplary customer service in a high-volume environment with a professional and engaging demeanor
• Responds to student inquiries in a timely and positive manner
• Answers phones, screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review, or refers as appropriate
• Develops strong working relationships with key departments and employees across the College and community
• Schedules departmental meetings, prepares meeting materials, takes and disseminates minutes
• Prepares and maintains confidential correspondence and documents
• Manages supervisor’s calendar and schedules internal and external meetings
• Arranges travel plans and itineraries; compiles documents for travel-related meetings and monitors travel budget lines
• Facilitates division projects/programs such as retention efforts, office hours, and other projects addressing student success
• Collaborates with other Administrative Coordinators as needed
• Attends administrative meetings as required
• Establishes and maintains general office files and records
• Engages in ongoing professional development to remain current with quality service best practices, trends, methods, and principles
• Performs other related duties as assigned

Requirements

• Associate’s degree (significant related experience may substitute for education)
• Minimum of three years’ experience providing administrative support

Skills

• Extensive knowledge of the daily operations of an executive office
• Strong organizational and time-management skills
• Excellent interpersonal, oral, and written communication skills
• Ability to foster a team environment and work collaboratively
• Ability to research and analyze issues and develop solutions
• High attention to detail and ability to produce accurate work
• Ability to manage multiple projects simultaneously in a deadline-driven environment
• Working knowledge of administrative support concepts, practices, and procedures
• Demonstrated basic project management skills
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Ability to handle confidential and sensitive matters with discretion
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality
• Sensitivity to respond appropriately to the needs of the community

Preferred Qualifications

• Bachelor’s degree
• Demonstrated experience with Banner System and other College-specific software
• Demonstrated experience making sound decisions that affect a work unit or team

Essential Functions

The work is performed in a normal, professional office environment that is adequately lighted, heated, and ventilated. The role primarily involves sitting comfortably to perform duties, including repetitive motions with hands/fingers using a computer mouse and keyboard. Some walking, standing, bending, and carrying of light items (e.g., papers, files, pamphlets, books) may be required. Work may also involve walking and standing during travel to and attendance at meetings and conferences away from the worksite.

Pay

Target starting salary range: $45,000 to $50,000. The final offer will be based on internal equity, the unit’s available budget, and the candidate’s qualifications.

Schedule

Monday–Friday, 8:30 a.m. to 5:00 p.m., with some evenings and weekend days required.