Administrative Support Coordinator - Business and Leadership

University of Puget Sound

Job : 8638

Location:

Full/Part Time: Part Time

Regular/Temporary: Temporary

Appointment: Regular, part-time (0.75 FTE, with some flexibility) position. This position can be full-time during the fall and spring semesters only or 30 hours per week year-round, for example, providing maximum hours are not exceeded during the fiscal year.

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.

The Program Coordinator supports the School of Business and Leadership (SBL) through a broad range of program support, office operations, budget tracking, and student worker supervision. Duties include providing first-line reception for the School of Business and Leadership; providing customer-focused support to current students, faculty, staff and alumni; maintaining budget records; providing day-to-day management of the general office; and overseeing student staff.

• Coordinate the SBL day-to-day office operations, including but not limited to the following areas:
  • Oversee public areas of the department to promote a welcoming and professional environment.
  • Ensure a secure environment of offices and storage areas.
  • Maintain departmental data including syllabi, vendor information and payment requests, program alumni contact information, experiential learning placement records, and other information as needed.
  • Follow the Administrative guidebook regularly (updating as needed).
  • Update School and program websites as directed or as needed.
  • Stay current on technology, and support faculty and student staff in their use of technology.
  • Proactively order and maintain office and faculty supplies and equipment.
  • Request room reservations and submit facilities and catering requests.
  • Procure, print and/or organize materials as needed to support faculty.
  • Greet visitors, alumni, faculty and staff and answer phones when student staff are not available. Handle complex inquiries via written communications or phone interactions.
• Serve as department liaison to campus offices and departments.
• Treat all people with fairness and respect.

• Support the faculty in their teaching, professional development, service, and advising roles to enable them to excel in all facets of their work.
• Coordinate logistics for department-sponsored events ranging from local information nights to international conferences.
• Support faculty in providing curricular and co-curricular opportunities for students. This includes, but is not limited to:
  • Fostering connections among current SBL students, SBL students and faculty, and prospective students through effective communication and utilization of campus resources.
  • Coordinating course-related and co-curricular support (e.g., managing events, field trips, and hosting of speakers; procuring resources for teaching, student clubs, and departmental events) as requested by the faculty and SBL Director.
• Administer and coordinate Faculty Evaluation Processes, including scheduling and processing student feedback surveys for faculty teaching; providing administrative support for the creation of faculty review files; and, assisting in scheduling class visits for evaluation purposes.
• Coordinate alumni relations as needed and requested by the faculty and SBL Director. This may include maintaining and establishing contact with alumni and encouraging alumni interest in current SBL programming; maintaining an alumni database; creating regular communication with alumni (newsletter, Linked In, personal communication), and supporting alumni-student connections.

• Interview, train, and oversee student staff members on methods, procedures and projects that support SBL faculty and students.
• Oversee student staff members throughout the academic year as well as the summer session.
• Assign, oversee, review, and approve student staff work as they assist faculty and provide service to internal and external stakeholders.
• Coach, counsel, plan, monitor and appraise student staff job outcomes and performance.
• Set work schedules to ensure staff presence through working hours, approve timesheets, and create recognition and incentives for student staff. Attend…