Early Career/Career Change MBA Coordinator

Early Career/Career Change MBA Coordinator

Posting Number: R0003972
Location: Salem CampusPortland Campus

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Position Summary:
The MBA Program Coordinator, EC/CC (MPC), actively participates in critical operational and program management activities in support of faculty, staff, and students in the Atkinson Graduate School of Management. The MPC provides administrative support to faculty, the Fiscal and Accreditation Manager, the Director of the Executive Development Center, and the Atkinson School Leadership. In addition, the MPC also serves as the coordinator and chief planner for commencement activities in the EC/CC program.

This position frequently interacts with students, administrators, faculty, staff, and alumni. It requires a high level of organization, as well as strong interpersonal and communication skills, a professional demeanor, and the ability to collaborate with a variety of internal and external stakeholders.

Although based at the Atkinson School's main location in Salem, Oregon, the MPC will occasionally travel to the School's Portland, Oregon location (200 Market Street) to assist with the facilitation of Executive Development Center courses or to assist with special projects or assignments. Oregon residents have the option for hybrid-remote work schedules with regular on-site work required.

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

Faculty Administrative Support (40% of time)

• Assists faculty with course preparation and facilitation, including the collection and distribution of materials, setup of classrooms, and maintenance of course technology (physical and online).
  
• Orders cases, textbooks, course packs, in a timely manner, and reviews materials for Atkinson School courses;
  
• Manages course sites in the Willamette Instructional Support Environment (WISE); posts syllabi, exams, readings, and handouts as needed;
  
• Provides administrative support for Integrated Knowledge Experience Week exercises (IKEWs); distributes cases, manages participation, and assists in coordinating and facilitating the IKEWs events;
  
• Administers the annual Committee Interest Survey to nominate faculty members interested in serving on various Atkinson School committees;
  
• Assists with faculty scheduling, including room reservations, preparation and distribution of committee materials; takes committee meeting minutes as requested;
  
• Registers faculty for conferences, professional development workshops, and annual memberships in professional organizations;
  
• Maintains and reconciles faculty purchasing cards in compliance with Willamette University's financial policies;
  
• Returns class assignments to students while complying with FERPA regulations regarding student privacy and confidential information;
  
• Prepares student name tags and tents as needed;
  
• Maintains and orders classroom and printer supplies; communicates technology and maintenance concerns to the appropriate office, and submits faculty work orders as needed;
  
• Assists in the planning, budgeting, and execution of course-related student conferences, competitions, and special events;
  
• Provides administrative support to the faculty Director of the Center for Governance and Public Policy Research;
  
• Collects and posts course syllabi and faculty office hours; maintains the shared digital archive for all course-related materials required for accreditation.
  

Administrative Management & Operations (30% of time)

• Provides administrative support to the Fiscal Accreditation Manager, Director of the Executive Development Center (EDC), and other persons in the Atkinson Dean's Office
  
• Supports the Director of the EDC on day-to-day program administration and operation, including the management of course registration, student data, course surveys, letters of completion (minimum of five hours per week);
  
• Provides support for the EDC by corresponding with participants and instructors, preparing course materials, and managing on-site class setup and take-down;
  
• Assists in the coordination and training of student employees in the Atkinson School;
  
• Performs general Dean's Office duties such as maintaining files, distributing mail, copying and scanning documents, managing online calendars, answering phones,;
  
• Prepares letters and reports as needed;
  
• Communicates with program coordinators in other college/schools and departments across the Willamette campus;
  
• Provides administrative support in faculty and staff searches and oversees travel arrangements for candidates.
  

Events and Communication (25% of time)

• Serves as a primary point of contact for faculty, staff, and students. Provides exceptional customer service. Maintains professionalism and collegiality in all interactions. Takes initiative to recognize, communicate, and resolve issues or concerns that arise. Collaborates effectively with faculty and staff to accomplish individual and collective goals.
  
• Manages and coordinates commencement activities for the Early Career/Career Change program, including attending University planning meetings, hiring vendors, reserving rooms/meeting space, ordering regalia for students and faculty, and acting as the Student Marshal on Commencement Day;
  
• Assists in planning, advertising, and facilitating conferences, workshops, guest lectures, and other events; oversees travel-related arrangements and accommodations as needed;
  
• Maintains a daily log of external visitors to Atkinson;
  
• Responds to inquiries and requests from students (current and prospective), faculty, staff, and the general public;
  
• Maintains event-related email groups, websites, list-servs, and social media sites; submits information to internal and external stakeholders to promote events;
  
• Regularly provides feedback to the Dean's Office leadership regarding faculty and student concerns, issues, and needs.
  

Interdepartmental (5% of time)

• Collaborates with the Atkinson School Office of Admissions and the Office of Career Management, as well as faculty, administrators, and staff to support student enrollment, retention, and overall student satisfaction;
  
• Serves on Atkinson School and University committees as needed;
  
• Other duties as assigned.
  

MINIMUM QUALIFICATIONS

• A Bachelor's degree or five years or more of experience is required. Alternatively, a combination of education and experience that provide the required knowledge, skills, and abilities to perform the essential functions of this position is required.
  
• Proficient with Microsoft Office programs, particularly Word and Excel;
  
• Familiar with CRM software;
  
• Experience with the Google suite of programs;
  
• Willingness ability to learn new technologies associated with the position.
  
• Excellent communication skills, both verbal and written.
  
• Strong interpersonal skills and an overall positive and collegial attitude.
  
• The Ability to organize and prioritize workload and meet deadlines despite frequent interruptions.
  

Preferred Qualifications

• A minimum of three years of general office experience in an academic setting or administrative support experience of a progressively responsible nature
  

Salary: $20.30 per hour

Applications will reviewed on a rolling basis as received until the position is 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/Early-Career-Career-Change-MBA-Coordinator_R0003972

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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