Institute for Freedom and Community Coordinator

Institute for Freedom and Community Coordinator

Description


St. Olaf College Job Description

Position Title: Coordinator

Department: Institute for Freedom and Community

Reports To: Morrison Family Director of the Institute for Freedom & Community

Classification: Non-Exempt
FTE: .88
Date: September 2023

Essential Job Duties:

1. Provide support for Institute Director

• Assist with administrative tasks such as correspondence, filing, and marketing
• Arrange travel and reimbursements for faculty and Institute guests.
• Coordinate faculty seminar groups
• Assist in producing annual reports

2. Coordinate Institute public events

• Secure room reservations for meetings and events.
• Arrange travel, hotel accommodations, and ground transport for guest speakers.
• Develop itineraries for guest speakers with faculty and students.
• Coordinate/arrange streaming of events with Broadcast/Media Services.
• Work with Bon Appetit to arrange event dinners and event refreshments.
• Assist with marketing for lectures and events, including advertising and communications.

3. Communications

• Manage the Institute website.
• Assist with event reminders and quarterly newsletters.
• Assist in facilitating event promotion and Institute news stories
• Coordinate with Marketing and Communications for marketing, advertising, and communications for lectures and events.
• Work with internal and external partners using project management software.

4. Manage and analyze the budget

• Assist Director in developing budget categories and allocation of funds.
• Monitor department expenditures monthly and allocate funds across multiple accounts.
• Submit reports for and support the technology needs for presenting the three-year budget to the Institute Advisory Board.
• Manage the department credit card and department purchasing card, track all transactions, and send records to Accounts Payable.
• Reconcile Director's credit card statements.
• Process stipend and expense payments for guest speakers.
• Manage the student funding application.

5. Manage department office

• Manage office correspondence; maintain department files and records.
• Manage the department credit card and department purchasing card, track all transactions, and send records to Accounts Payable.
• Process stipend and expense payments for guest speakers.
• Pick-up and distribute mail and copy/print orders from the Print Center.
• Hire, train, and supervise student workers.

6. Perform other duties as assigned

• Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community
• Complete and meet deadlines for required training and performance management cycle
• Perform other duties as assigned

Work Schedule:

Term: Year-round

Shift: Late-August - May, 40 hours per week, Monday - Friday, 8:00 a.m. - 5:00 p.m.; June - late-August, 20 hours per week; hours to be worked between Monday - Friday, 8:00 a.m. - 5:00 p.m.; occasional evening hours required for special events.

Required Qualifications:

Education: High school diploma or equivalent; maintain a valid driver's license and meet St. Olaf College driver authorization criteria with a satisfactory driving record

Experience: 3+ years of administrative experience in an office environment

Preferred Qualifications:

Education: Bachelor's Degree

Experience: 5+ years of administrative experience; experience working in an academic environment

Prerequisites:

Employment in this position is conditioned upon successful completion of a background check, which may include criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of a DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note that St. Olaf College reserves the right, at its sole discretion, to conduct periodic background checks.

Disclaimer:

This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time, with or without prior notice, by St. Olaf College.









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