Administrative Coordinator

About the Position

 

This position provides administrative support for SOAN and RHMS majors and the MENA and Data Science programs. Works closely with two department chairs and two program directors. Oversees management and coordination among 18-20 faculty members and adjuncts at any given time. This position performs a variety of complex administrative features with minimal supervision. These include coordinating, managing and implementing logistical department and program needs, planning and implementing events, coordinating course schedules, monitoring departmental/program budgets, running program reports, assisting with strategic planning, and hiring and supervising student workers. Also includes marketing of department courses and events, including website management, producing posters, programs and advertisements. Serves as primary contact and resource person for the department, interacting with students, faculty, prospective students, parents, alumni, administrators, and community members.

 

This position is 10 months (1625 hours) annually.

 

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers. 

 

The current LCCSSA Bargaining Agreement can be found here: https://www.lclark.edu/unions/lccssa/

 

What You'll Do

 

Budget Responsibilities (15%)

• Manages departmental and program budgets

• Anticipates department/program expenses and reconciles budgetary needs and demands

• Tracks expenses

• Arranges reimbursements

• Pays invoices

• Manages the p-card used for departmental purchases

• Reconciles records with the Business office and Strategic Enrollment Management (SEM)

• Makes purchases and orders supplies

 

Operational Support (20%)

• Supports and works with department chairs in organizing, formatting, and processing required paperwork

• Independently monitors work plans and deadlines

• Provides support to faculty members in preparation of exams, instructional materials

• Reserves rooms (works with events, catering)

• Proctors exams

• Coordinates, attends and takes minutes at departmental and Faculty Governance standing committee meetings.

• Assesses physical plant needs and problems and submits work orders to facilities and IT

• Processes mail

• Provides logistical and administrative support during faculty searches

• Meets regularly with department chairs to assess department needs

• Liaise with Pacific Office Automation to monitor, supply, and assess printing needs and machines

 

Event Coordination (20%)

• Self-directed management of departmental speaker series, colloquia, symposia, outside visits related to the departments (guest speakers), department gatherings, senior thesis and capstone presentations

• Makes decisions regarding all aspects of events, including arranging food, space needs, program production, website and email announcements

• Manages payment of expenses and honoria

 

Publicity and Communication (15%)

• Independently manages necessary, time-sensitive communications with students regarding deadlines, forms, procedures

• Independently manages departmental website and social media, assesses online profile and website content, regularly updates information as necessary

• Creates, coordinates, and implements poster and program designs for presentations, classes, outsides events

• Provides information to students, faculty, prospective students and the outside community

• Manages departmental email accounts

 

Document and Data Management (15%)

• Maintains financial, administrative, and historical documents, archives and catalogs departmental syllabi, and other departmental and program materials

• Create and organize a department google drive with easily searchable and accessible archives of meeting notes, curricular and student information, program and event information, and materials such as programs, photos, reviews, etc., and other relevant information.

• Maintains database of majors and minors and/or archive of major/minor declarations

• Maintains database of alumni contact information

• Maintains database of internship experiences

 

Oversight of work study students in collaboration with Department Chairs (15%)

• Recruits, interviews, and hires, trains and supervises

• Manages the schedules

• Assigns and oversees student tasks

• Tracks and signs off on student hours

• Works closely with SAAB department reps to coordinate relevant department events

• Trains and supports symposia co-chairs in budgetary and coordination processes

 

Must Haves

• High school diploma plus 6 years of directly related job experience OR Associate's degree and 4 years of directly related job experience OR Bachelor's degree and 2 years of directly related job experience.

• Proficiency in MS Office and Google suite software

• Proficiency in creating, managing, and manipulating of spreadsheets and databases, posters and brochures

• Communicating and maintaining confidential information

 

Nice to Haves

• Bachelor’s degree and 2 years of job related experience.

• Office experience

 

Work Schedule

• 37.5 hours per week

• Benefits Eligible: Yes

 

Pay Rate

• LCCSSA Grade 15 / Step F ($25.32/hr)