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Administrative Support Coordinator - Economics, Social Anthropology, & International Political Economy

University of Puget Sound · Tacoma, WA · 1 mo ago
Administrative$20.65–$21.9/hrPart-time

Regular, part-time (0.75 FTE) position based in Tacoma, WA. This is an on-campus role only. Applicants must be currently authorized to work in the United States on a full-time basis.

About the role

This position supports the Economics, Social Anthropology, and International Political Economy department. Facilitates and coordinates the smooth operation of academic department(s) and/or program(s) to advance the University's educational mission. Acts as the department/program contact for students, faculty, staff, and the public, providing administrative support in budget management, event planning, logistics, and office management.

Responsibilities

  • General Office Management: Submit facilities requests, maintain office equipment, order office supplies, manage department bulletin boards, collect and deliver mail, and manage departmental shared network and Google drives.
  • Purchasing: Order teaching supplies, lab materials, and correspond with vendors about departmental services and orders.
  • Budget Management Support: Monitor operating, endowment, travel, scholarship, and other budgets. Perform p-card reconciling, PeopleSoft verifications, funds transfers, accounts payable troubleshooting, budget reporting, disbursement and reimbursement requests, and alert the budget manager to unexpected changes or unapproved charges.
  • Chair/Director Support: Develop agendas and handouts for department/program meetings, take minutes, and follow up on action items. Provide administrative support for faculty searches, accreditation processes, Bulletin updates, and archiving course syllabi. Query data in PeopleSoft, assist with annual assessment reports, and create surveys in Qualtrics or Google Forms.
  • Faculty Support: Schedule, conduct, and process student evaluations for faculty teaching. Assist in creating faculty review files, scheduling class visits for evaluation, and procuring course materials (scanning, photocopying, ordering textbook desk copies). Coordinate OCR efforts for student accessibility and logistics for new faculty (office space, keys, ID cards, technology, book orders).
  • Department/Program Meetings and Events: Schedule meetings, reserve rooms, arrange supplies, equipment, and catering. Request banquet permits when necessary. Arrange travel, contracts, and payments for visiting speakers. Promote department/program events.
  • Department/Program Outreach: Manage updates to department/program websites and respond to general department/program email. Provide administrative support for student recruitment and admissions. Act as a liaison between the chair/director and individuals seeking information or making requests. Support alumni engagement.
  • Cross-Department Administrative Needs: Communicate and coordinate with faculty and staff to support shared administrative needs, including processes, protocols, shared bulletin boards, office equipment, and programming. Support neighboring departments during vacations or unstaffed periods.
  • Supervisory Responsibilities: May supervise student work-study employees, including hiring, training, scheduling, reviewing work, mentoring, and conducting Compass conversations.

Qualifications

  • High school diploma or G.E.D.; associate or bachelor's degree preferred.
  • At least one year of related administrative experience or managerial experience that included some administrative work. An equivalent combination of education and experience will be 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 minimal 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 to occasionally lift up to 30 pounds (desirable).
  • Regular and predictable attendance.
  • Ability to respectfully work, communicate, and provide leadership within a diverse campus community.

Pay

The anticipated pay range for this position is $20.65 to $21.90 per hour. Starting salaries are determined 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 (1,040 hours per year) are eligible for benefits.

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