Division of Academic Affairs/Education
Administrative Support Coordinator II
RESPONSIBILITIES & DUTIES:
Administrative Support to the Dean of Education
Assists the Dean of the School of Education by performing complex organizational duties and working independently on multiple projects as assigned. Performs general office support activities including calendar management, travel paperwork, and reimbursements, ensuring compliance with applicable regulations governing the University. Develops and makes recommendations to resolve administrative problems, operational situations, procedures, and practices. Prepares, tracks, and organizes administrative reports, forms, letters, memoranda, correspondence and materials, minutes, agendas, educational manuscripts, and other required documents. Manages unit-level projects that involve data tracking, analysis, reporting, and archiving assigned by the Dean. Coordinates with School of Education Social Media and Events Coordinator for all internal and external events and meetings called by the Dean.
Program Support
Provides clerical office support to all academic programs and faculty in the School of Education. Examples of duties may include but are not limited to orders and maintains supplies; troubleshoots office technology problems and systems; coordinates and submits forms to finance, purchasing, accounts payable, HR, and Payroll; collects, reviews, and stores semester syllabi; tracks semester office hours; prepares reports, and other documents; creates and maintains standard and electronic records, files, and recordkeeping systems; and assists with room reservations. Works with faculty to help with daily needs such as unlocking offices and classrooms, etc.
Resource Coordination
Serves as a primary contact for all School of Education assigned classrooms, offices, and storage spaces. Coordinates School of Education office space assignments, relocation, set-up including office furniture and technology needs. Submits work orders for maintenance requests, building key and code requests, etc. for School of Education. Keeps track of School of Education technology equipment inventory. Assists with tracking and oversight of student assistants working in the School of Education.
School of Education Front Desk
Handles interpersonal interactions at all levels of the university structure involving students, faculty, staff, administrators, and community partners and assists them to resolve problems. Processes a high volume of telephone calls, emails, and walk-in visitors, and conducts business with a high degree of professionalism, discretion, and confidentiality. May update School of Education social media materials such as website and display.
Other related duties as assigned by the Dean.
REQUIREMENTS OF POSITION:
Minimum of three years in a progressively responsible administrative support capacity preferably in an academic setting.
Knowledge of basic university structure and procedures. Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Capable of entering and reading data. Must have excellent customer service, interpersonal, written, and verbal communication skills to communicate effectively with a diverse population of students, faculty, and staff. Compose appropriate English language communications using correct oral and written grammar. Ability to communicate professionally and maintain confidentiality. Able to work in a fast-paced environment and prioritize projects in an efficient manner. Capable of maintaining composure with high volumes of phone calls, emails, and in person inquiries. Must be proactive and able to work with minimal supervision. Ability to independently handle multiple work unit priorities and projects. Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Preferred Experience includes a 4-year bachelor’s degree and experience working in a college setting; bilingual or multilingual; and familiarity with PeopleSoft software.
Hiring Range: $3,800 - $4,100 per month
