Office Coordinator III

Office Coordinator III

The Newhouse School seeks a talented administrative assistant to support associate deans, directors, and/or other leadership roles within the school. The position's responsibilities include administrative and event support, travel-planning, budget, credit card reconciliation and other similar duties. This position is part of a bargaining unit and is represented by the union SEIU, Local 200 United.

Education and Experience:

Bachelor's degree preferred; at least two years supporting directors, deans, or executives preferred, ideally in an educational environment.

Skills and Knowledge:
Requires considerable independent judgment, discretion, professionalism and tact; must be able to monitor, analyze, research and prioritize a wide variety of issues on a daily basis; strong communication, organization, interpersonal and problem-solving skills are vital; knowledge of and experience using Microsoft Outlook, Teams, Word, PowerPoint, Excel, databases.

Responsibilities:
Independently manage and oversee the daily operations of associate deans, directors or others in leadership roles as assigned; answer and redirect as appropriate all phone calls, emails, walk-ins and correspondence; manage calendars and appointments; set meetings, coordinate with attendees and organize related materials; organize and execute interviewing/management of student employees; provide reception in office; support research projects; provide communications support through social media posts;

order supplies as needed; embrace implement new technology (including AI) as needed to streamline administrative workflows. Reconcile credit cards, travel expenses and reimbursements according to budget office requirements; examine receipts for accuracy; prepare reports/updates as needed; evaluate/monitor use of discretionary funds; coordinate W-9 payments for guest speakers/editors/panelists; manage travel allowances for students and per diem for faculty; track yearly expenditures in collaboration with the budget office;

execute/track faculty advisor contracts and student hires. Support event planning and programming needs of events and initiatives; coordinate student experiences required by programs as assigned; manage speaking/event/event requests for associate deans and leadership; coordinate/oversee students for panels/events; research and coordinate travel arrangements for internal and external parties, including lodging, ticketing, reservations, airfare, etc. Manage, plan and execute special projects as needed (e.g. provide administrative support to external partnerships, media/communications, niche programming, department, etc.).