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Administrative Coordinator

Lewis and Clark College
Oregon, United States
Salary Not Specified
Closing date
Aug 22, 2021

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Position Type
Faculty Positions, Humanities, Women's & Gender Studies, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Conference & Special Event Administration, Student Affairs, Student Activities & Services
Employment Level
Employment Type
Part Time
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Job Details

Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please close this window and log into Workday and click on Talent and Performance to apply internally.
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

This position provides administrative support to the Gender Studies and Ethnic Studies programs and their co-curricular activities, including two annual symposia. Supervises the two student worker positions. Provides administrative support to the Tepoztlan Institute.

This position is 10 months (1463 hours) annually and requires daily, on-campus work in the Portland-Metro area.

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: /

Application Requirements:

  • Resume

  • Cover Letter

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

Description of Duties & Responsibilities

Budget (10%)

  • Manages the budget for both the Gender and Ethnic Studies programs. Arranges reimbursements, forecasts future budgets, makes purchases and orders supplies, manages the program’s purchasing card and allocates those purchases using the online banking system, reconciles records with the business office.

Operational Support (15%)

  • Coordinates the day-to-day operations for the Gender and Ethnic Studies programs.

  • Reserves rooms, arranges meetings, prepares agendas, and takes minutes.

  • Organizes meetings and agendas for the Gender Studies Steering Committee and Ethnic Studies Steering Committee.

  • Submits program information to the Dean’s office and compiles information such as annual schedules and the 4-year staffing plan.

  • Maintains a list of current minors and course electives.

  • Submits changes as needed using the CourseLeaf System.

Communications (10%)

  • Manages publicity and communication for Gender and Ethnic Studies. Manages both program websites and social media platforms.

  • Creates all publicity materials for programs.

  • Provides information and support to students, staff, faculty and outside community.

Administrative Support (35%)

  • Provides administrative support for annual Gender Studies Symposium and Ray Warren Symposium on Race and Ethnic Studies.

  • Works closely with the symposium faculty director and student co-chairs on various aspects of the events, including meetings, speakers’ arrangements, publicity, mass mailings, budgets and payments, catering and facilities logistics.

  • Creates signage using graphics provided from the Public Affairs and Communications office.

  • Creates additional symposium materials and coordinates with outside vendors as needed.

  • Purchases and organizes supplies.

  • Maintains symposium mailing lists, records and files. Provides logistical support during the event.

Event Coordination (10%)

  • Coordinates all events related to the Gender and Ethnic Studies programs including determining dates, speaker logistics, facilities logistics and all publicity including creating materials for print and online.

  • Works directly with the Conferences and Events and Facilities AV offices.

  • Coordinates with other programs and departments in co-sponsorship when appropriate.

Lead/Supervision (15%)

  • Manages two student assistant work study positions including advertising, hiring, training and managing schedules and workload.

  • The student work study positions support both programs and symposia.

Program Coordination (5%)

  • Coordinates the admissions and payments for the Tepoztlan Institute conference which happens annually in July.

  • Processes all payments, tracks payments (specifying registration, guest and lodging) and maintains the current financial reports, works with participants in creating admissions letters and other official Tepoztlan acceptance forms as needed, coordinates with the Tepoztlan directors.

Other Duties as Assigned

  • Includes but is not limited to taking and distributing meeting minutes for Faculty Governance Standing Committees.

Minimum Qualifications
  • 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 3 years of directly related job experience.

  • 2 years job related experience

  • Proficiency in word processing and spreadsheet software (Excel, Word, PowerPoint, Google Suite-- Docs, Sheets, Slides, Forms) Google Calendar.

  • Experience with college software including CourseLeaf, LiveWhale, WebAdvisor, Informer Reporting

  • Basic design skills including InDesign experience

Preferred Qualifications

  • Bachelor's degree and 3 years of directly related job experience.

  • LCCSSA Grade 15/F ($25.32/hr)

  • Benefits Eligible: YES

  • 35 hrs/week

  • 10 months (1463 hours) annually.

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

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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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