Administrative and Project Coordinator

Job Summary

Under general supervision from the Director of the Office for Institutional Equity (OIE), the Administrative and Project Coordinator (APC) performs complex administrative duties in support of the OIE. The APC plays a crucial role in the vital work of the Office for Institutional Equity (OIE). This position is charged with providing administrative support in connection with the Title IX Sexual Harassment Policy, the Non-discrimination and Anti-harassment policy, and the Prohibited Relationship Policy.

In addition, the incumbent will perform a variety of projects and tasks relative to the work of the OIE.

Responsibilities

This position plays a critical role in the compliance processes of the college related to Title IX, Title VII, VAWA, SaVE, FERPA, Clery Act, Title VI, ADA, the Fair Housing Act, and other applicable laws and regulations.

Essential Job Functions

The APC is responsible for the following, including but not limited to:

Administrative Support

* Performs administrative support duties for the OIE Director and Office.

* Serves as liaison between the OIE and the campus community and community at large by relaying messages, answering questions, clarifying information, explaining policies and procedures in a trauma-informed and inclusive manner, or referring callers to the Director or others, as necessary.

* Intake of visitors and telephone calls; responds to sensitive questions.

* Maintains calendars; schedules and arranges meetings/appointments, including confidential meetings involving harassment, sexual harassment and discrimination complaints.

* Composes correspondence independently; prepares responses to letters, general correspondence and personal inquiries of a sensitive and confidential nature for the Director's approval; formats, types, proofreads, duplicates and distributes correspondence, lists, forms, memoranda and other materials according to established procedures, policies and standards.

Records Management

* Maintains online filing systems including confidential files; establishes and maintains files for information, records and reports; inputs confidential data into databases related to harassment, discrimination, sexual misconduct, etc.

* Compiles, verifies, summarizes records; prepares and distributes narrative, statistical and financial data; completes reports, both internally and for submission to external entities.

* Utilizes technology appropriately to maintain secure and complete files.

* Provides high-level administrative and logistical support for confidential complaint processes, including scheduling and tracking, while referring substantive resolution matters (such as mediation or adaptive resolution) to the Director or designated coordinators.

Prevention/Compliance Efforts:

* Oversee the payroll for a staff of 18 student workers (PRSM trainers).

* Manage the scheduling, tracking and correspondence around the mandatory student Title IX workshops each semester.

* Assist with the training day at the beginning of each semester for the PRSM trainers.

* Attends Title IX team meetings and provides a list of currently open reports to the team, while also tracking outcomes.

Communication:

* Assist in writing and developing print and online communication related to the Title IX Sexual Harassment Policy, the Non-Discrimination and Anti-Harassment Policy, and Office of Institutional Equity projects.

* With assistance from the Office of Communications, disseminate information to the campus community as required by law (e.g. the annual Notice of Nondiscrimination) and as needed (e.g. educational posters for students) through ongoing print, online, and social media efforts.

* Manage the Office for Institutional Equity website..

Budget:

* Assists in budget administration for the OIE; tracks and reconciles budget activity; posts, monitors and tracks invoices, credit card and other expenditures; prepares purchase requisitions, check requests, independent contracts, and claims for reimbursement; calculates and processes faculty stipends.

* Orders office supplies, equipment and materials; prepares requisitions and claims for reimbursement; resolves invoicing, purchase order and other financial documentation questions or problems with vendors; makes travel arrangements.

Campus and Community expectations:

* Cultivate relationships with campus stakeholders (e.g., faculty, students, and staff).

* Develop and maintain relationships and clear lines of communication with campus and community partners.

* Remain knowledgeable of federal and state laws and regulations, and trends within higher education related to employment, higher education, sexual misconduct, harassment, and discrimination.

Marginal Job Functions

* Performs related duties as assigned that support the overall objective of the position.

Required Qualifications

* Bachelor's Degree, or 8 years of prior executive, administrative and project management experience.

* Four (4) years of professional experience working in similarly, complex, work environments.

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