Title III Program Coordinator

Title III Program Coordinator

Posting Number: R0004257
Location: Salem Campus

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Position Summary:
The Title III Program Coordinator is a full-time position reporting to the Executive Director and Chair of the Computing and Data Sciences Program. This position helps to ensure that the Title III grant timeline is followed, tasks are completed, and the project remains on schedule, in addition to regular administrative departmental duties. Specifically, this position performs various complex administrative duties with minimal supervision in support of the Computing and Data Sciences Program, which also includes administrative oversight of the QUAD Center.

Reasonable Accommodations Statement:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

JOB DESCRIPTION

BUDGET MANAGEMENT (15%)

• Manage departments and Center budgets and function as the contact for these accounts, which includes: Tracking expenses; Paying invoices; Budget(s) Reconciliation; Reconciliation of faculty and department purchasing cards
  

EVENT COORDINATION (5%)

• Manage reservations of spaces for events, academic and co-curricular activities
  
• Facilitate communications between all involved parties
  

DEPARTMENT OPERATIONS (50%)

Provide logistical support to the Executive Director and Chair, QUAD Center, CS/DS faculty, and staff, which includes:

• Logistical support of faculty as needed
  
• Coordinate visiting faculty and speaker logistics
  
• Coordinate department calendars, which includes curricular, administrative, programmatic deadlines and processes in conjunction with other campus departments such as the Registrar
  
• Coordinate department and QUAD communication, schedule meetings, events and activities
  

Coordinate department and QUAD day-to-day operations by:

• Serving as the Primary contact/resource person for the department and Center
  
• Independently responding to and follow up on student, faculty, administrator, and public/community inquiries
  
• Answer phones, screen calls, take messages, and ensure resolution
  
• Greet and direct visitors
  
• Receive, sort, and process mail, email, and deliveries
  
• Order supplies and equipment from various vendors for departments and Center; Ensure that office supplies meet needs and are fully stocked
  
• Schedule, coordinate space, record, and attend Program meetings
  
• Troubleshoot department and Center technical issues (coordinate and communicate IT and outside service requests)
  
• Other duties as assigned
  

QUAD CENTER SUPERVISOR (15%)

• Coordinate with faculty and campus resources regarding position descriptions and hiring processes
  
• Serve on the Center Student Search Committee (interview applicants, participate in hiring decisions, and complete necessary hiring paperwork)
  
• Schedule student training, and help to ensure a productive work environment
  
• Scheduling student QUAD Center workers
  

PUBLICITY AND COMMUNICATIONS (5%)

• In coordination with Marketing/Communications, monitor the social media platform
  
• Hire and oversee videographers, and professional photographer, if needed
  
• Regularly update the department website with news items and, when needed, create copy for the website and social media
  
• Create and coordinate department and QUAD Center announcements and marketing outreach as appropriate for the campus and the larger Salem community
  
• Create and maintain a public calendar of upcoming events
  

DATA MANAGEMENT (10%)

• Create administrative processes for efficiency and transparency in departments and QUAD Center and workflow
  
• Create and organize a department google drive with easily searchable and accessible archives of meeting notes, program and event information, and other relevant information
  
• Create and organize a google drive to track communications, the strategic plan, and budgets
  
• Assist the Institutional Research Office in maintaining necessary grant information
  

MINIMUM QUALIFICATIONS

• Bachelor's degree
  
• One year of related job experience
  
• Demonstrated organizational skills, with the ability to handle and prioritize multiple projects in a deadline-driven environment.
  
• Demonstrated attention to detail.
  
• Strong interpersonal skills, ability to relate to and work with diverse groups of people.
  
• Demonstrated proficiency of computer skills.
  
• Ability to maintain confidentiality.
  
• Demonstrated ability to meet deadlines.
  
• Proficiency with Microsoft Office, Google Suite
  
• Capability to master Higher Education systems (Colleague, Banner, etc.)
  
• Proficiency with marketing and/or social media software.
  
• Ability to work independently.
  

Preferred Qualifications:

• Master's degree
  
• Experience with Higher Education systems (Colleague, Banner, etc.)
  
• Experience with federal grants
  

Physical Demands & Working Conditions

Typical work is performed indoors in a normal office environment.

Typical Schedule:

Monday - Friday. Position can be 32 to 40 hours/week depending on the preference of the successful candidate. ​

Salary: $21.12/hour

Applications will be reviewed on a rolling basis as received; position will remain open until filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  
• Current Resume
  

​Incomplete applications will not be considered.



Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Title-III-Program-Coordinator_R0004257

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.





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