Business and Leadership Administrative Support Coordinator

Business and Leadership Administrative Support Coordinator
University of Puget Sound
Job ID: 5910
Location: Business & Leadership Admin
Full/Part Time: Part Time
Regular/Temporary: Regular

Staff Posting Details
Appointment: Regular, part-time position (0.85 FTE)

Position Summary:

Supports the university's educational mission in a variety of ways including acting as the department/program contact person for students and the public; providing administrative support with department/program budget, event planning, and office management; and partnering with administrative support coordinators in neighboring departments to support administrative needs that cross departments.

Essential Job Functions and Responsibilities:

General Office Management: Submit facilities requests, maintain office equipment, order office supplies and paper for printers/copiers, manage the department bulletin board, collect mail from and deliver mail to Mail Services, and manage departmental shared network drives and Google share drives.
• Purchasing: Provide support in purchasing for department needs, such as ordering teaching supplies and lab materials and corresponding with vendors about departmental services and orders.
• Budget Management Support: Monitor budgets (operating, endowment, travel, scholarship and other budgets). Duties include p-card reconciling, PeopleSoft verifications, funds transfers, accounts payable troubleshooting, budget reporting, disbursement and reimbursement requests, and alerting budget manager (usually, department/program chair) to any unexpected changes or unapproved charges to the budget.
• Chair/Director support: Work with department chair to develop agenda and handouts for department/program meetings, take minutes, and support in follow-up/action. Provide administrative support for full-time faculty searches (following current Recruitment Guidelines provided by the Provost's Office). Assist in preparation of class schedules. Assist in Bulletin updates, and archive course syllabi. Query data in PeopleSoft to support departmental processes, and provide assistance with updates to the annual assessment report. Provide administrative support in creating surveys in Qualtrics or Google Forms.
• Faculty support in the home department: Schedule, conduct, and process student evaluations for faculty teaching in the home department or (in the case of part-time faculty) in the interdisciplinary program. Provide administrative support for the creation of faculty review files and assist in scheduling class visits for evaluation. Assist in procurement of textbook desk copies. Coordinate OCR efforts to support student accessibility. Coordinate logistics for new full- and part-time faculty (e.g., office space, keys, ID card, technology, book orders), as well as for part-time faculty teaching in an interdisciplinary program.
• Department/Program Meetings and Events: Schedule meetings, ascertain availability, and reserve meeting rooms. Arrange supplies, equipment, and catering requests for department/program meetings and events, holiday/retirement, and commencement receptions. When appropriate, request and order banquet permits with the Washington state liquor control board. For visiting speakers, arrange travel (following current guidelines provided by the Associate Deans' Office) and work with the Provost/Deans' Office to arrange contracts and payment. Assist in promotion of department/program events.
• Department/Program Outreach: Manage ongoing updates to department/program websites. Manage and respond to general department/program email. Provide administrative support with matters related to student recruitment and admissions for department/program. Act as a conduit between the chair/director and individuals from on and off campus seeking information about and making requests of the department/program. Support department/program engagement with alumni.
• Administrative needs that cross departments: Coordinate with administrative support coordinators in neighboring departments to support administrative needs that cross departments, such as coordinating to maintain shared bulletin boards, office equipment, and kitchen space; coordinating on management shared programming such as lecture series (e.g., Thompson Hall series, Art+Science series, Murdock conference); picking up mail for neighboring departments during the summer to cover vacations and unstaffed time during the summer.

Supervisory Responsibilities

May supervise student work-study employees:

Hire & train student staff Schedule & review student work Mentor students and conduct Compass conversations

Qualifications:

High school diploma or G.E.D., Associate or bachelor degree preferred
• At least one year of related administrative experience or managerial experience that included some administrative work. An equivalent combination of education and experience will be considered.
• Ability to communicate effectively in written and face-to-face communication with diverse audiences
• Ability to multitask, to organize, and complete projects in an efficient manner
• Ability to work with a minimum of direct supervision
• Ability to handle confidential materials
• Proficiency with Microsoft Office Suite and Google Suite programs
• Ability to become proficient with new software and databases; familiarity with PeopleSoft Financial, Campus, and Human Resources software and Drupal Content Management System (desirable)
• Ability to use/operate a personal, rented, or university vehicle to conduct university business (desirable)
• Ability occasionally to lift up to 30 pounds (desirable)
Regular and predictable attendance Ability to respectfully work, communicate, and provide leadership within a diverse campus community

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

Resume Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks and if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.

Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.


How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA








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