Administrative Coordinator, Liberal Arts and Social Sciences

Administrative Coordinator, Liberal Arts and Social Sciences

Department:
Liberal Arts & Social Sciences - Westshore

Location:

Westshore Campus

Reports To:

Associate Dean

Recruitment Type:
External/Internal

Requisition

Employment Type:

Full-Time Support Staff

Union Position:
Non-Union

Work Schedule:

M-F, 8:30am-5pm

Number of Openings: 1

Provides overall administrative support to the School Dean/Associate Dean, faculty, staff and students. Works collaboratively with colleagues to achieve goals of the department, school, division and college.

• Researches, collects, and compiles data for reporting and information purposes
• Coordinates routine office procedures
• Assists in developing and submitting year departmental budgets
• Review/reconciliation of monthly departmental expenses, budget matters and procurement card transactions;
  Generates monthly budget reports
• Orders supplies, equipment, and prepares purchase requisitions
• Assists in the development of improved methods and procedures for unit support staff operations
• Provide exemplary customer service with a professional and engaging demeanor, in a high-volume environment
• Positively responds to students’ inquiries in a timely manner
• Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
• Develops strong working relationships with key departments and employees across the College and community
• Schedules departmental meetings, prepares meeting materials, takes and disseminates minutes
• Prepares and maintains confidential correspondence and documents
• Manages supervisor’s calendar and schedules internal and external meetings
• Arranges travel plans and itineraries, compile documents for travel-related meetings and monitor travel budget lines
• Monitors Academic Affairs’ faculty professional improvement travel funds
• Reviews, and updates faculty academic workload
• Works with faculty coordinators to coordinate and manage course schedule
• Facilitates division projects/programs, such as retention efforts, office hours and other projects which address student success
• Collaborates with other Administrative Coordinators as needed
• Attends administrative meetings as required
• Establishes and maintains general office files and records
• Engages in ongoing professional development to remain abreast of quality service best practices, trends, methods and principles
• Performs other related duties as assigned

EDUCATION AND EXPERIENCE/TRAINING

• Significant related experience may substitute for education
• Minimum for three years’ experience providing administrative support

KNOWLEDGE,

SKILLS and ABILITIES

• Extensive knowledge of the daily operations of an executive office
• Possess strong organizational and time-management skills
• Have excellent interpersonal, oral, and written communication skills
• Ability to foster a team environment and work collaboratively
• Ability to research and analyze issues and develop solutions
• Produce accurate work product and have a high attention to detail
• Ability to manage multiple projects simultaneously in a deadline-driven environment
• Possess working knowledge of administrative support concepts, practices and procedures with the ability to use in varied situations
• Demonstrated basic project management skills
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to develop and maintain relationships with key contacts to enhance work flow and quality
• Sensitivity to respond appropriately to the needs of students and the community

CRITICAL COMPETENCIES

• Service Focus
• Communications
• Quality of Work

EDUCATION AND EXPERIENCE/TRAINING

• Demonstrated experience with Banner System and other College-specific software
• Demonstrated experience making sound decisions that affect a work unit or team

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable…