Administrative Coordinator, Chaplain's Office

Opening Details

Williams College is pleased to announce an opening for Chaplains’ Office Administrative Coordinator. The Chaplains’ Office Administrative reports directly to the Chaplain to the College and is part of the Chaplains’ Office Team. This position functions as the communication and administrative hub of a dynamic Chaplains' Office team which include Catholic, Muslim and Jewish Chaplains.


Responsibilities

The Administrative Coordinator provides office support for the chaplains to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative inquiries and issues, as appropriate; serves as a primary point of contact and liaison between the office, students, and the non-Williams community on day-to-day issues and inquiries.

The Administrative Coordinator also:

• Schedules and reserves space for meetings and special events; coordinates special setup requests for events; attends weekly staff meetings and other meetings and workshops as appropriate; provides administrative support and follow-up on matters arising from these meetings. Coordinates and schedules chaplains’ appointments and/or travel arrangements; arranges transportation for students and religious student groups.
• Oversees the use of the Thompson Memorial Chapel and the Jewish Religious Center and coordinates dates and times for use of space in these buildings for college services and events. This includes working with individuals getting married in these spaces and the occasional funeral or memorial service.
• Processing payments, reimbursements and deposits; assist chaplains with reconciling purchase card expenses using PeopleSoft.
• Monitor and assist chaplains with their spending budgets and running budget reports and student religious affiliation reports.
• Advise and assist religious student groups with fundraisers and funding of events.
• Composes and prepares written documentation and correspondence for the office.
• Oversee, update and maintain the Chaplains’ Office website and social media sites.
• Supervise the work of student employees, as appropriate; may participate in training and evaluative sessions. Hires student employees using PeopleSoft and approves their time cards.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the office, the Thompson Memorial Chapel and the Jewish Religious Center.
• Submit work orders for office and building repairs, key requests, pick-up and delivery of college furniture, and custodial assistance.
• Performs miscellaneous job-related duties as assigned.

Qualifications

• 2+ years of administrative experience
• Excellent editing/writing/interpersonal skills and the ability to communicate with a diverse clientele.
• Proven ability to work independently and as a team player in a collaborative environment.
• Ability to manage multiple tasks and be flexible, resourceful, detail-oriented, and organized in a fast-paced environment.
• Excellent computer skills (PC), including experience with Microsoft Office, a good working knowledge of Excel, and some QuickBooks.

Application review will begin on November 9th, and will continue until the position is filled. Pay starts at $17 per hour, commensurate with experience. Job band 18. Please visit https://staff-careers.williams.edu/ to apply.


Conditions of Employment

Employment at Williams is contingent on the verification of background information submitted by the applicant, including the completion of a criminal record check, and education when applicable.


Equal Employment Opportunity

Beyond meeting fully its legal obligations for non-discrimination, Williams College is committed to building a diverse and inclusive community where members from all backgrounds can live, learn and thrive. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process please feel free to contact us via phone at (413) 597-2681 or email at hr@williams.edu.