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Administrative Coordinator

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Position Information

Position Information

Requisition Number: 0170508
Position Type: Staff
Division: Student Affairs
Department: Ethnic and Intercultural Services
Organizational Unit:
HR Classification Title: Administrative Coordinator
Work Status: Full-time Regular
Hours Per Week: 40
Days of Week: M-F
Shift Schedule:
Specific Work Schedule:
Posting Options: Internal and External
Position Summary:

Reporting to the Assistant Deans for Ethnic and Intercultural Services and International Students and Initiatives, provides a high level of administrative support essential to the efficient functioning of the two departments in the suite.

Position Specific Responsibilities:

1. Oversee daily operations and provide high level of administrative support and assistance to EIS and OISS staff. Coordinate front desk reception policies and procedures to ensure delivery of services and implementation of business processes in support of departmental services and programs. Manage special projects as assigned.

2. Ensure a welcoming, professional atmosphere for constituents in common areas of the suite. Forster a collaborative and inclusive environment.

3. Work with staff members to coordinate hiring, training, recognition, and appreciation programs for approximately 50 student employees in the Suite. Supervise team of student employees, maintain a regular accounting mechanism for all work study and T-work fund allocations. Create, revise and monitor student work schedules. Provide students with opportunities to enhance their professional development through ongoing training and workshops.

4. Maintain accurate and complete appointment calendar for the Assistant Deans in EIS and OISS, Intercultural Facilitator Program and monthly programming activities calendars for all staff. Organize and coordinate meetings/retreats, appointments, and events for all departments as needed.

5. Manage the collection, organization and communication of information and data for leadership in the Suite. Prepare documents (i.e. agendas, minutes, meeting materials) in support of departmental staff meetings, planning days and special projects.

6. Compile budget analysis to assist departments with annual budget preparation and rationales. Keep accurate budget records, process accounts payable and receivables in Concur system. Assist with monitoring budgets for all departments including international student orientation and special programs.

7. Assist all departments with event planning and coordination (i.e. Welcome Receptions, Graduation Ceremonies and Intercultural Retreat). Create timelines, coordinate event promotion and site location, set-up materials, order catering, prepare handouts, maintain registration database for participants and act as on-site coordinator when needed.

8. Oversee office inventory, purchase supplies and equipment, coordinate mailings and troubleshoot problems with office equipment as needed.

9. Compile weekly reports from all direct department reports. Monitor the EIS webpages/social media and update as necessary.

10. Serve as resource and referral agent for students, their families, faculty and University staff.

11. Perform other duties as requested or assigned.

Experience/Qualifications:

Previous experience with administrative responsibilities and office management. Strong written and oral communication skills. Experience with Microsoft suite, budget management, and dynamic team player.

Required Education:

Typically a Bachelors Degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

License/Certification/Registration Requirements:
Physical Demands (if applicable)
Special Instructions
Exemption Status: Non-Exempt
Salary Grade Minimum: **
Salary Grade Midpoint: **
Posting Date 08/28/2017
Application Deadline Date:

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume/CV
  3. List of References
Optional Documents