Administrative Coordinator

Employer
Lewis and Clark College
Location
Oregon, United States
Salary
Salary Not Specified
Posted
Jul 15, 2021
Employment Level
Administrative
Employment Type
Part Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Summary

The Administrative Coordinator supports the Lewis & Clark English and History departments and the Fir Acres Summer Writer's Workshop by directing daily administrative operations, managing events (symposia, public lectures, and special events), developing and coordinating schedules, assuring space and supply needs are met, training and supervising 1 to 2 work-study students per semester, designing promotional materials, organizing meetings and workshops, taking and distributing minutes, maintaining and updating departmental websites, organizing faculty searches, and serving a central role in departmental communications to approximately 22 faculty members and 120 students.

This position is 11 months (1781 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 /

Application Requirements:

  • Resume

  • Cover Letter

  • Diversity Statement - The Diversity Statement should outline your experiences with diversity, equity, and inclusion.



Description of Duties & Responsibilities

Operational Support (25%)

  • Manages daily departmental operations, including but not limited to building and office machine maintenance orders, supply orders, course and schedule planning, faculty support, book orders, webpage updates, and email communications.

  • Advises chair regarding departmental administration.



Event and Meeting Coordination (40%)

  • Manages departmental events, including reserving venues, organizing catering and audio/visual orders, designing and distributing promotional materials, photocopying and organizing materials, and handling travel logistics for guests and speakers.

  • Coordinates, takes minutes, and attends department meetings, develops agendas with department chairs.

  • Takes and distributes meeting minutes for Faculty Governance standing committees.

  • Coordinates department retreats, including organizing lodging and food, handling travel logistics, creating an agenda with the department chair, and taking meeting minutes.



Bookkeeping (10%)

  • Processes department receipts, payments, and purchasing cards.



Lead/Supervision (10%)

  • Assist with hiring and providing day-to-day guidance to 1 to 2 work-study students per academic year.



Fir Acres Administrative Support (10%)

  • Provides administrative support to the Fir Acres Writer’s Workshop, a two-week creative writing program for high school students from across the country.

  • Tracks student/parent deposits and payments.

  • Communicates with students and parents via telephone and email.

  • Arranges catering, transportation, and field trip logistics in coordination with the Workshop Director. Assembles classroom materials.

  • Tracks student admissions forms and data.

  • Orders and procures supplies.

  • Administers the daily operations of the Workshop scheduled to occur annually over the course of two weeks in late June and/or early July



Faculty Recruitment Facilitation (5%)

  • Coordinates faculty searches, including placing ads, tracking applications, scheduling committee meetings, and arranging candidate travel logistics and schedules.



Minimum Qualifications
  • High school diploma

  • 3 years of related experience

  • Knowledge of Microsoft Office and Adobe Creative Suites applications, strong typing skills, highly developed attention to detail and proofreading skills, ability to design promotional materials, bookkeeping.

  • Administrative Assistant experience



Preferred Qualifications

  • 4 years of job-related experience

  • Associate’s or Bachelor’s degree

  • Administrative, event planning, public relations, customer service, budget management, higher education experience.



Payrate
  • Grade 14 / Step F ($23.12/hr)

  • Benefits Eligible: YES



Schedule
  • 1781 hours annually (0.91 FTE)

  • 37.5 hours per week



Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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