Campus Life Administrative & Financial Coordinator

About the role

The Campus Life Administrative & Financial Coordinator is directly responsible to the Associate Vice President for Campus Life and provides administrative support to the Assistant Vice President for Campus Life/Sr. Director Student Organization and Leadership. The Coordinator will provide clerical and administrative support for all Campus Life units and coordinate reception operations for the subdivision. The incumbent will assist with meeting and event coordination, provide excellent customer service, and manage data.

Work involves a broad scope of duties to address and support complex and sometimes unprecedented administrative work in support of the AVPCL and their designees. The Coordinator participates in Campus Life meetings and is responsible for direct interaction with staff, students’ families, upper-level campus administrative and academic administrators, community members, private and government officials, as well as staff in the Chancellor’s Office. As a part of these interactions, the incumbent may receive and disseminate confidential information that must be treated with a significant level of judgment and discretion. The incumbent works collaboratively with other members of Campus Life, Student Affairs, VPSA’s leadership, and staff throughout the division on multiple projects supporting university priorities and activities. External to the division, the incumbent will also interact with campus business partners in Procurement, Accounts Payable and Travel, Student Employment Office, etc.

Responsibilities

• Provide clerical and administrative support for all Campus Life units
• Coordinate reception operations for the subdivision
• Assist with meeting and event coordination
• Provide excellent customer service
• Manage data and perform data management tasks
• Schedule, organize, and plan events
• Handle appointment and meeting scheduling and travel planning
• Coordinate training, procurement, travel, database management, customer relations, prioritizing office workload, and systems support
• Organize, plan, develop, and assist in designing and distributing event marketing and promotional materials (e.g., flyers, brochures, surveys, email communications, etc.)

Requirements

• Fully functional knowledge of and skill in standard office procedures and practices
• Ability to understand and operate in a variety of organizational structures
• Thorough knowledge of English grammar, spelling, and punctuation
• Ability to clearly communicate orally and in writing
• Ability to use and quickly learn new office support technology systems and software packages
• Entry qualifications normally obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience

Qualifications

• Required:
  • Experience supporting high-level administrative leaders and programs in clerical and administrative support functions
  • Experience providing a broad range of customer service
  • Experience scheduling, organizing, and planning events
  • Experience in appointment and meeting scheduling and travel planning, including some experience in workflow and/or project management
• Preferred:
  • Knowledge of Common Management System (CMS), Common Human Resources System (CHRS), Common Financial System (CFS), Procure to Pay (P2P), and Concur modules
  • Knowledge of University student services and academic programs
  • Baccalaureate, associate degree, administration certificate, or other equivalent credentials or experience
  • Five or more years’ experience working with a high-level administrator in an educational or similar setting or in a complex business environment
  • Direct experience and knowledge of working in an educational and/or university environment

Knowledge, Skills & Abilities

• Ability to independently handle multiple priorities and projects
• Ability to independently interpret and apply policies and procedures, using appropriate judgment and discretion to act where precedents do not exist
• Ability to troubleshoot most office administration problems and respond to questions and requests related to Campus Life units
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Effective interpersonal skills and the ability to interact productively with students and their families, people at all levels of the organization, high-level legislative representatives, executives, and representatives from external partners, and the general public
• Ability to be flexible and adapt to rapidly changing priorities
• Ability to work independently and as a member of a highly collegial and productive team
• Proficiency in proofreading and researching information, on the internet or through other sources, and providing brief, executive-level summaries when needed
• Excellent written and oral communication skills; effective listening skills; strong attention to detail and organizational skills
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference
• Ability to use general office equipment and a full range of office support technology and systems
• Thorough knowledge of Microsoft Office products, including Outlook, Word, Excel, and PowerPoint
• Ability to appropriately handle confidential materials
• Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community

Conditions of Employment

• Satisfactory completion of the background check process

Work Schedule

• Full-Time
• Monday – Friday, 8:00 a.m. – 5:00 p.m.
• Occasional weekend and evening hours dependent on department need