Administrative Coordinator

Administrative Coordinator

Job Summary

The role of the Administrative Coordinator is to support the World Languages and Cultures department by promoting its programs via organizing overall marketing efforts; supporting the language sections by proctoring and coordinating language placement tests and scores; managing the University club programs and administering and monitoring budgets with the clubs, WLC, and ASUU; administering and monitoring all room schedules and access; and overseeing the office assistants and the front desk within the WLC office. 

Responsibilities
Front Desk and Office Assistants - oversees directly the work of the front desk staff on a daily basis, including training (dept. policies/procedures, customer service, phone/email etiquette, equipment training, etc), delegating tasks, establishing their schedules and keeping track of when they are out sick and contacting shift replacements.

Marketing Coordination - monitors and edits department website; manages social media and content creation/coordination; coordinates and creates department newsletter; coordinates creation of annual promotional slogans and designs; attends University wide events to promote department programs and offerings; implements and oversees marketing campaigns for new majors to include everything from print and online to social media and paid promotions.

Proctoring and Coordinating Language Placement tests and scores - Proctors daily language placements tests; maintains detailed records of students, test scores, and fee payments; converts test scores to dept. language course offerings and logs appropriately.

Club Program Administration - liaises directly with department sponsored student organizations and ASUU; manages material purchases with approved funding from ASUU via departmental funds; creates timelines and tutorials regarding deadlines and processes to register and request funding; delivers complete FAQs for all student club leaders; organizes bi-annual multi-club events to highlight the activity of each student org.

Coordinate and Monitor Room Schedules - handles all scheduling requests for 6 meeting rooms through google forms and Trumba; manages all rooms schedules and troubleshoots as necessary; oversees access to rooms for each reservations.

Additional Duties - assists Advisors with crafting responses to shared inbox regarding program policies, goals and technical issues; collects and places orders for catering, etc; sets room for training events, job talks, faculty retreats, and guest speakers.

Minimum Qualifications
Bachelor's degree (or equivalency) in a related field plus one year directly related experience or equivalency. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences


Special Instructions


Requisition Number: PRN40068B
Full Time or Part Time? Full Time
Work Schedule Summary: 8am - 4pm, Monday through Friday 
Department: 00091 - World Languages and Cultures
Location: Campus
Pay Rate Range: $44,000 - $46,000
Close Date:
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/172519


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