The Administrative Coordinator provides primary support for the Dean of Students and the Associate Dean, Campus Life and the departments of Residence Life, and Student Engagement. Provides general administrative support acting as office manager and key support staff for the Dean of Students and staff in the Student Life Suite
WHAT YOU WILL DO
Serve as the primary support person for the Dean of Students and Associate Dean, Campus Life which includes supporting all external and internal office functions for departments; overseeing office Outlook calendars; and maintaining positive working relationships across the College. In addition, interprets policies, procedures, issues, and provides appropriate direction for their implementation; and supports projects and initiatives related to the work of the Director of Residence Life, and Director of Student Engagement as appropriate under the direction of the Dean of Students and Associate Dean of Campus Life.
Maintains relevant files, oversees maintenance of established filing systems and creation of new systems as needed. Keeps current with campus policies and systems and shares updates with staff as needed. Prepares correspondence and reports; maintains office supplies and equipment; serves as primary liaison with ITSD, Canon Copy Center, Facilities, Mail Services, OneCard Office and Public Safety; and provides general office management including consumables and equipment maintenance.
Serves as the first point of contact for the office which includes greeting visitors and managing general inquiries; assisting with high volume telephone calls and email communication relating to student life and FAQs relating to on-campus residence living; and managing communication tracking for incoming calls and emails to identify trends and issues, escalating to Dean of Students and/or Associate Dean, Campus Life as appropriate.
Assist with the management of student transportation services for office specific programming, major campus programs and club/organization off-campus events.
Responsible for monitoring and assisting with budget preparation, tracking, and financial affairs including expense tracking/reconciliation, check requests, accounts payable, requisitions, and financial record keeping. Process all expense reimbursements and budget transfers for Dean of Students and Associate Dean, Campus Life as needed.
Provide support to the on-call team through management of scheduling, emergency supplies and linens, logistics for team training and development, administrative support for the Crisis Manual; provide oversight to the crisis management budget including tracking and posting of expenses, journal transfers, and purchasing requests as needed.
Hire, train, supervise, and evaluate student staff while promoting student development and learning.
Assist in the onboarding and training for new administrative coordinators within Student and Campus Life as needed.
Responsible for planning and arranging logistics of Student Life meetings and special events, including but not limited to orientation, move-in, move-out, family and friends weekend, Founder’s Day, and Senior Class Committee Programming. Plan and arrange facility set-up, catering, décor, online registration systems, and giveaways.
Serve as a golf cart training and certification facilitator for the College.
Serve as building manager of Reynolds Campus Center which includes regular rounds, table reservation and vendor management, and work order submission.
Assume additional responsibilities as required.
YOUR TEAM WILL INCLUDE
Student Assistant (8-10)
WHAT EDUCATION AND SKILLS YOU WILL NEED
Associate’s Degree
At least 2-3 years of office/event management experience
Must have excellent typing, editing, and proofreading skills
Must have strong organizational, interpersonal, and communication skills, with strong problem-solving and customer service skills; and must be able to maintain a high degree of confidentiality at all times
Strong computer skills including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint).
Demonstrated effectiveness in working with a diverse student body, faculty, staff, families, trustees, and other constituencies.
Must have strong supervisory skills
Must be detail-oriented, self-motivated, and resourceful with the ability to set priorities, take initiative, and work autonomously.
Must be highly independent
Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
HOW AND WHERE YOU WILL WORK
Requires work onsite 5 days a week; the on-campus requirement is subject to modification based on organizational need.
