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.

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

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 include independently managing and overseeing the daily operations of associate deans, directors or others in leadership roles as assigned; answering and redirecting as appropriate all phone calls, emails, walk-ins and correspondence; managing calendars and appointments; setting meetings, coordinating with attendees and organizing related materials; organizing and executing interviewing/management of student employees; providing reception in office; supporting research projects; providing communications support through social media posts;

ordering supplies as needed; embracing and implementing new technology (including AI) as needed to streamline administrative workflows.

Reconciling credit cards, travel expenses and reimbursements according to budget office requirements; examining receipts for accuracy; preparing reports/updates as needed; evaluating/monitoring use of discretionary funds; coordinating W-9 payments for guest speakers/editors/panelists; managing travel allowances for students and per diem for faculty; tracking yearly expenditures in collaboration with the budget office; executing/tracking faculty advisor contracts and student hires.

Supporting event planning and programming needs of events and initiatives; coordinating student experiences required by programs as assigned; managing speaking/event/event requests for associate deans and leadership; coordinating/overseeing students for panels/events; researching and coordinating travel arrangements for internal and external parties, including lodging, ticketing, reservations, airfare, etc. Managing, planning and executing special projects as needed (e.g. providing administrative support to external partnerships, media/communications, niche programming, department, etc.).