Administrative Support Coordinator - Economics, Social Anthropology International Political Economy

Position: Administrative Support Coordinator - Economics, Social Anthropology, & International Political Economy
Appointment:
Regular, part-time (0.75 FTE) position.

Work Location:

This position is based in Tacoma, WA, and is an on-campus role only.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

Position Summary:

This position will support our Economics, Social Anthropology, and International Political Economy department.

Supports the advancement of the University's educational mission by facilitating and coordinating the smooth operation of academic department(s) and/or program(s). Core responsibilities include acting as the department/program contact for students, faculty, staff, and the public; providing administrative support with department/program budget management, event planning and logistics, and office management; and partnering with department chairs, faculty, and staff to support administrative needs within and across departments.

Essential Job Functions and Responsibilities:

* General Office Management:
Submit facilities requests, maintain office equipment, order office supplies and paper for printers/copiers, manage the department bulletin board, collect mail from and deliver mail to Mail Services, and manage departmental shared network drives and Google share drives.

* Purchasing:
Provide support in purchasing for department needs, such as ordering teaching supplies and lab materials and corresponding with vendors about departmental services and orders.

* Budget Management Support:
Monitor budgets (operating, endowment, travel, scholarship and other budgets). Duties include p-card reconciling, People Soft verifications, funds transfers, accounts payable troubleshooting, budget reporting, disbursement and reimbursement requests, and alerting budget manager (usually, department/program chair) to any unexpected changes or unapproved charges to the budget.

* Chair/Director support:
Work with department chair to develop agenda and handouts for department/program meetings, take minutes, and support in follow-up/action. Provide administrative support for full-time faculty searches (following current Recruitment Guidelines provided by the Provost's Office) and/or accreditation processes. Assist in Bulletin updates and archive course syllabi. Query data in People Soft to support departmental processes and provide assistance with updates to the annual assessment report.

Provide administrative support in creating surveys in Qualtrics or Google Forms.

* Faculty Support:
Schedule, conduct, and process student evaluations for faculty teaching. Provide administrative support for the creation of faculty review files and assist in scheduling class visits for evaluation. Assist in procurement of course material including scanning, photocopying, and/or ordering textbook desk copies. Coordinate OCR efforts to support student accessibility. Coordinate logistics for new full- and part-time faculty (e.g., office space, keys, , technology, book orders), as well as for part-time faculty teaching in an interdisciplinary program.

* Department/Program Meetings and Events:
Schedule meetings, ascertain availability, and reserve meeting rooms. Arrange supplies, equipment, and catering requests for department/program meetings and events, holiday/retirement, and commencement receptions. When appropriate, request and order banquet permits with the Washington state liquor control board. For visiting speakers, arrange travel (following current guidelines provided by the Associate Provosts' Office) and work with the Provosts' Office to arrange contracts and payment.

Assist in promotion of department/program events.

* Department/Program Outreach:
Manage ongoing updates to department/program websites. Manage and respond to general department/program email. Provide administrative support with matters related to student recruitment and admissions for department/program. Act as a conduit between the chair/director and individuals from on and off campus seeking information about and making requests of the department/program. Support department/program engagement with alumni.

* Administrative needs that cross departments:
Communicate and coordinate with faculty and staff to support administrative needs that cross departments, including communicating specific processes and protocols, coordinating to maintain shared bulletin boards and office equipment; collaborating with stakeholders as necessary to coordinate and manage shared programming; and supporting the administrative operations of neighboring departments as needed, such as during vacations and unstaffed time during the summer.

Supervisory Responsibilities:

May supervise student work-study employees

* Hire and train student staff

* Schedule & review student work

* Mentor students and conduct Compass conversations

Qualifications:

* High school diploma or G.E.D., associate or bachelor's degree preferred

* At least one year of…