Administrative Support Coordinator

Job ID: 8978 | Tacoma, WA | Regular, part-time (0.5 FTE), 9-month academic-year appointment (approx. 30 hrs/week for 34 weeks). Hybrid eligible (minimum 3 days on-site after evaluation period). Visa sponsorship not generally available for staff positions.

About the role

This position supports the Communication Studies and Forensics department, advancing the University's educational mission by facilitating and coordinating the smooth operation of academic department(s) and/or program(s). Core responsibilities include acting as the department/program contact for students, faculty, staff, and the public; providing administrative support with budget management, event planning and logistics, and office management; and partnering with department chairs, faculty, and staff to support administrative needs within and across departments.

Responsibilities

General Office Management

• Submit facilities requests
• Maintain office equipment
• Order office supplies and paper for printers/copiers
• Manage the department bulletin board
• Collect mail from and deliver mail to Mail Services
• Manage departmental shared network drives and Google share drives

Purchasing

• Provide support in purchasing for department needs (teaching supplies, lab materials)
• Correspond with vendors about departmental services and orders

Budget Management Support

• Monitor budgets (operating, endowment, travel, scholarship, and other budgets)
• P-card reconciling, PeopleSoft verifications, funds transfers
• Accounts payable troubleshooting, budget reporting
• Disbursement and reimbursement requests
• Alert budget manager (usually department/program chair) to unexpected changes or unapproved charges

Chair/Director Support

• Develop agenda and handouts for department/program meetings, take minutes, support follow-up/action
• Provide administrative support for full-time faculty searches (per Provost's Office Recruitment Guidelines) and/or accreditation processes
• Assist in Bulletin updates and archive course syllabi
• Query data in PeopleSoft to support departmental processes
• Provide assistance with updates to the annual assessment report
• Provide administrative support in creating surveys in Qualtrics or Google Forms

Faculty Support

• Schedule, conduct, and process student evaluations for faculty teaching
• Provide administrative support for creation of faculty review files and assist in scheduling class visits for evaluation
• Assist in procurement of course material (scanning, photocopying, ordering textbook desk copies)
• Coordinate OCR efforts to support student accessibility
• Coordinate logistics for new full- and part-time faculty (office space, keys, ID card, technology, book orders) and for part-time faculty teaching in interdisciplinary programs

Department/Program Meetings and Events

• Schedule meetings, ascertain availability, reserve meeting rooms
• Arrange supplies, equipment, and catering for meetings, events, holiday/retirement, and commencement receptions
• Request and order banquet permits with Washington State Liquor Control Board when appropriate
• For visiting speakers: arrange travel (per Academic Deans' Office guidelines), work with Provost/Deans' Office to arrange contracts and payment
• Assist in promotion of department/program events

Department/Program Outreach

• Manage ongoing updates to department/program websites
• Manage and respond to general department/program email
• Provide administrative support with student recruitment and admissions
• Act as conduit between chair/director and individuals on/off campus seeking information or making requests
• Support department/program engagement with alumni

Cross-Department Administrative Needs

• Communicate and coordinate with faculty and staff to support administrative needs that cross departments
• Communicate specific processes and protocols
• Coordinate to maintain shared bulletin boards and office equipment
• Collaborate with stakeholders to coordinate and manage shared programming
• Support administrative operations of neighboring departments as needed (e.g., during vacations and unstaffed summer periods)

Supervisory Responsibilities

• May supervise student work-study employees: hire & train student staff
• Schedule & review student work
• Mentor students and conduct Compass conversations

Qualifications

• High school diploma or G.E.D.; Associate or bachelor degree preferred
• At least one year of related administrative experience or managerial experience that included some administrative work (equivalent combination of education and experience considered)
• Ability to communicate effectively in written and face-to-face communication with diverse audiences
• Ability to multitask, organize, and complete projects efficiently
• Ability to work with a minimum of direct supervision
• Ability to handle confidential materials
• Proficiency with Microsoft Office Suite and Google Suite programs
• Ability to become proficient with new software and databases; familiarity with PeopleSoft Financial, Campus, and Human Resources software and Drupal Content Management System (desirable)
• Ability to use/operate a personal, rented, or university vehicle to conduct university business (desirable)
• Ability occasionally to lift up to 30 pounds (desirable)
• Regular and predictable attendance
• Ability to respectfully work, communicate, and provide leadership within a diverse campus community

Pay

Career Framework: Job Family: Administrative Support | Level: S2 | Pay Grade: 2. Anticipated hourly range: $20.65 – $21.90. Starting salary based on extent and relatedness of candidate's education and experience, internal equity, and market considerations. Position is non-exempt under the Fair Labor Standards Act.

Benefits

Puget Sound offers a generous benefits package for eligible staff employees. Note: positions under 0.75 FTE (1,560 hours/year) do not qualify for long-term disability or education benefits; positions under 0.50 FTE (1,040 hours/year) accrue paid sick leave but are not eligible for additional benefits. This position is 0.50 FTE.

• Medical, dental, and vision insurance
• Life insurance and long-term disability (for eligible FTE)
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays, and bonus holidays
• Education benefits (full tuition for eligible employees and their families, for eligible FTE)
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures, and more)