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Administrative Specialist - Educational Leadership

Lewis and Clark College
Oregon, United States
Salary Not Specified
Posted date
Sep 3, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Other Student Affairs, Student Activities & Services
Employment Level
Employment Type
Full 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

This position provides administrative support for the Educational Leadership department, which includes School Counseling, Student Affairs, doctoral (Ed.D.), and administrative licensure and degree programs. The administrative specialist works closely with the department's core faculty members, adjuncts, current and prospective students, and field supervisors and mentors.

Responsibilities include: managing logistical and program needs, planning and implementing events, coordinating class schedules, giving student permissions for registrations, monitoring the department/program budgets, running program reports, supervising student worker(s), and assisting with department/program planning. Through this work, the Administrative Specialist will provide services in support of the vision and mission of the graduate school.

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

Faculty Support
  • Collaborating on projects and program planning; attending meetings, giving input, and taking minutes. Creating and maintaining program paperwork and editing publications (handbooks, catalog). Training faculty on office policies and procedures. Processing check requests and travel and mileage forms. Collecting resumes and syllabi. Monitoring work plans and issuing contracts for overload work. Reserving rooms for faculty events and meetings.

Student and Alumni Support and Student File Management
  • Organizing New Student Orientations. Collecting student paperwork and test scores and creating and maintaining student files. Answering phone calls and emails from students and alumni and connecting them to appropriate resources/offices/advisors. Providing support for online student e-portfolio. Tracking program requirements. Preparing program completion audits. Assisting with registration issues and course registration permissions. Guiding department doctoral students through the dissertation defense scheduling and degree completion processes.

Adjunct Faculty, Field Supervisor, and Mentor Support
  • Facilitating onboarding for new adjunct faculty and field supervisors. Issuing contracts. Assisting with planning and implementation of adjunct training. Assisting with mentor gift cards/stipends (each semester).

Course Scheduling
  • Producing timelines for fall/spring/summer course schedule productions. Processing all course changes/adds/cancellations. Verifying information on the online student course enrollment system. Updating program fliers and website as needed.

Recruitment & Admissions Support
  • Setting up info sessions. Providing prospective students with information by phone and email and tracking recruitment data. Setting up interviews.

Student Work Supervision
  • Creating job description. Posting and searching for candidates; interviewing applicants; and hiring. Training, building, and managing work schedule. Giving direction on and overseeing task. Mentoring. Monitoring work study budget.

Office Logistical Support & Budget Management
  • Ordering supplies, organizing office layout (files, supplies, etc.), setting and maintaining coverage for office hours. Assisting with annual budget creation, especially operational costs. Monitoring operational costs and budget expenditures throughout the year and investigating discrepancies. Reviewing course enrollment budget information with program directors. Processing check requests, mileage forms, and travel and entertainment forms. Projecting future budgetary expenses and reporting this information to department chair.

Database Management & Reports & Website
  • Organizing and maintaining departmental electronic files and shared drives. Updating information on department/program webpages. Posting web events. Helping faculty create program e-portfolios and building forms, rubrics, and reports. Running reports on program data and student information. Compiling and organizing data collection for accreditation. Acting as a liaison between program directors and Research & Assessment Office in building reports and gathering data

Events Support
  • Setting up room and catering reservations. Overseeing AV support needs. Managing invitations and RSVPs. Attending department events and providing support on-site, including managing logistical and participant needs.

Minimum Qualifications
  • Associates degree.

  • Three years experience working in a high-volume professional office setting.

  • Two years experience and proficiency with Microsoft office software, including experience building Excel- based spreadsheets.

  • Two years experience working with complex and sensitive data.

  • One year experience working with student information systems.

  • Ability to multitask, problem solve, and prioritize multiple projects in a high volume, service-oriented environment while under pressure to meet deadlines.

  • Sound decision-making skills.

  • Ability to work autonomously/independently.

  • Excellent interpersonal and diplomacy skills.

  • Excellent organizational skills and demonstrated ability to perform detailed work with a high degree of accuracy.

  • Demonstrated strong oral and written communication skills.

  • Ability to maintain confidentiality of sensitive data.

  • Discretion, personal integrity, and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.

  • Knowledge of student information systems and data management systems.

  • Ability to carry out responsibilities in alignment with the social justice mission of the Graduate School.

Preferred Qualifications
  • Bachelor's degree

  • Two years experience in K-12 or higher education office setting.

  • Two years experience tracking and reporting various data sets with financial impact to management.

  • Knowledge of Colleague.

  • Experience with contract and budget management.

  • Event planning and scheduling.

  • Managing web content.​

  • LCCSSA Grade 15 ($25.32/hr)

  • Benefits Eligible: YES

  • 37.5 hrs/week (Full-Time)

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

( ).

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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