Administrative Support Coordinator - Business and Leadership

Regular, part-time (0.75 FTE, with some flexibility) position. This role can be full-time during the fall and spring semesters or 30 hours per week year-round, ensuring maximum hours are not exceeded during the fiscal year. Based in Tacoma, WA; on-campus only.

About the role

The Program Coordinator supports the School of Business and Leadership (SBL) through program support, office operations, budget tracking, and student worker supervision.

Responsibilities

• Coordinate day-to-day office operations:
  • Oversee public areas to promote a welcoming and professional environment.
  • Ensure security of offices and storage areas.
  • Maintain departmental data including syllabi, vendor information, payment requests, program alumni contact information, and experiential learning placement records.
  • Follow and update the Administrative guidebook as needed.
  • Update School and program websites as directed.
  • Stay current on technology and support faculty and student staff in its use.
  • Order and maintain office and faculty supplies and equipment.
  • Request room reservations and submit facilities and catering requests.
  • Procure, print, and organize materials to support faculty.
  • Greet visitors, alumni, faculty, and staff; answer phones when student staff are unavailable.
  • Handle complex inquiries via written communications or phone.
  • Serve as department liaison to campus offices and departments.
  • Treat all people with fairness and respect.
• Faculty and Program Support:
  • Support faculty in teaching, professional development, service, and advising.
  • Coordinate logistics for department-sponsored events, from local information nights to international conferences.
  • Support faculty in providing curricular and co-curricular opportunities for students, including:
    • Fostering connections among current students, faculty, and prospective students.
    • Coordinating course-related and co-curricular support (e.g., managing events, field trips, hosting speakers, procuring resources).
  • Administer and coordinate Faculty Evaluation Processes, including scheduling and processing student feedback surveys, providing administrative support for faculty review files, and scheduling class visits.
  • Coordinate alumni relations, including maintaining an alumni database, creating regular communication (newsletter, LinkedIn, personal communication), and supporting alumni-student connections.
• Student Supervisory Responsibilities:
  • Interview, train, and oversee student staff members on methods, procedures, and projects.
  • Assign, oversee, review, and approve student staff work.
  • Coach, counsel, plan, monitor, and appraise student staff job outcomes and performance.
  • Set work schedules, approve timesheets, and create recognition and incentives for student staff.
  • Attend supervisor training and utilize campus resources.
• Budget Responsibilities:
  • Support the SBL Director in maintaining budgeting responsibilities, including:
    • Recordkeeping for departmental operating, project, travel, and event budgets.
    • Maintain budget records, schedule expenditures, coordinate purchases, and monitor disbursement requests.
    • Provide reconciliation support for faculty and departmental purchase cards.
    • Assist in the preparation of the annual budget request process, analyze variances, and initiate corrective actions.
    • Create budget-related reports upon request.
• Director Support Responsibilities:
  • Support the Director of the School of Business and Leadership in program management, student supervision, and budget recordkeeping, including:
    • Assist in planning faculty meetings.
    • Provide professional and confidential support for faculty searches, coordinating logistics, scheduling, and communication.
    • Assist with on-boarding new faculty, including coordinating office space and university system orientation.
    • Assist with Bulletin updates and course syllabi archives.
    • Utilize PeopleSoft to support annual assessment reports.
    • Assist with and attend special events such as Commencement-related gatherings, admitted student events, and awards and scholarship programs.
  • Support the Director of the Business Leadership Program (BLP) in program management, student supervision, and budget recordkeeping, including:
    • Assist with BLP student recruitment.
    • Provide assistance in monitoring seminar attendance and internship completion.
    • Provide assistance with supporting BLP seminar-related events and the mentoring program.

Requirements

• Associate Degree and 2 years of related professional (including student employment) experience.
• Outstanding written, oral, and visual communication skills, including the ability to communicate clearly and with empathy in sensitive situations.
• Ability to organize, produce, analyze, prioritize, and problem-solve with frequent interruptions and multiple deadlines.
• Ability to work effectively as part of a team as well as independently and unsupervised.
• Ability to be self-directed and creative when given tasks.
• Ability to delegate tasks and supervise others.
• Ability to maintain confidentiality of records and contacts.
• Proficiency in Microsoft Office Suite and Google Suite.
• Numerical aptitude and familiarity with bookkeeping and budgets.
• Ability to build and maintain relationships within an organization and with external stakeholders.
• Demonstrated commitment to continuous learning.
• Ability to understand basic college logistics and roles.
• Ability to respectfully work and communicate within a diverse campus community.

Pay

The anticipated rate for this position is $20.65 per hour. Starting salaries are based on the extent and relatedness of the candidate's education and experience, as well as internal equity and market considerations.

Benefits

• Medical, dental, and vision insurance.
• Life insurance and long-term disability (for positions working at least 0.75 FTE).
• Employee Assistance Program.
• Retirement plan options and 403(b) contributions.
• Paid vacation, sick leave, floating holiday, campus holidays, and bonus holidays.
• Education benefits, including full tuition for eligible employees and their families.
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures, and more).

Positions working less than 0.75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits. Positions working less than 0.50 FTE (1,040 hours per year) accrue paid sick leave but are not eligible for additional benefits. Temporary positions working at least 0.50 FTE are eligible for benefits.