Administrative Coordinator
Administrative Coordinator
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Job Description
ABOUT WILLAMETTE UNIVERSITY:
Willamette University founded in 1842 is a nationallyrenowned private university enrolling 2800 students across five colleges. Our historic campus adjacent to the Oregon State Capitol hosts a distinguished undergraduate liberal arts college in Salem Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs including Oregons topranked MBA program the Northwests oldest law school as well as MA/MFA programs at PNCA and masters degrees in data science and computer science.
Willamette University provides a highvalue and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health dental life insurance retirement substantial paid time off tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette please contact our HR Department or call us at.
ADMINISTRATIVE COORDINATOR
The Administrative Coordinator under supervision supports scheduling finance internal communication academic event management and record keeping within the Pacific Northwest College of the Arts (PNCA) Deans Office.
Duties and Responsibilities
Manage Scheduling for Deans
Manage ongoing appointments for Dean Sr. Associate Dean including internal leadership meetings crossuniversity groups and events.
Manages scheduling for Deans Office events and special programs
Coordinates with University events office scheduling and providing support for external guests events and university wide programs and meetings (eg. Board of Trustees Community Partner meetings or programs)
Financial Operations
Serves as key financial manager for the department.
Under the supervision of the Dean and/or AVP manages faculty contract creation and processing with DocuSign.
Coordinates all mentor and supplemental pay and other payroll related financial transactions related to faculty.
Works with Deans and Academic Affairs Manager to process payments for faculty grants curriculum grants and other awards.
Manages and rectifies all Deans Office credit card transactions for individual deans and academic units and the graduate school.
Coordinates departmental travel and travel reimbursements.
Coordinates and generates independent contractor and vendor agreements via DocuSign and vendor payment processing.
Orders supplies and manages other purchasing as directed by the Dean.
Processes work orders and coordinates with facilities and campus safety as necessary.
General Administrative
Maintains accurate org charts contact lists and emergency communication lists for the College
Manages update of Faculty Handbook and other policy documents as necessary.
Takes notes and keeps records as assigned by the Dean
Completes office tasks including opening/closing establishing and maintaining files and records (electronic and paper) supply ordering mail copying scanning management of online departmental calendar(s) and other clerical activities.
Updates fundraising database with donor contact information as needed
Coordinates as needed with campus facilities campus security and human resources to coordinate work and projects within the Deans Office.
Maintains uptodate and historic archives of syllabi and course evaluations and provides materials upon request as appropriate
Event Coordination
Works with the Program & Events staff to support of Deans Office annual events like Faculty Inservice Faculty Workshops & Training New Faculty Orientation Staff Meetings Graduate Orientation Graduate Symposium & Lecture Series Student Awards Staff Social Events (Holiday party artmaking and wellness activities)
Supports Advancement Alumni Affairs and Presidents Office as needed in University events hosted at PNCA
Prepares reports and briefing documents for the senior leadership for donor and community meetings
Assists with Commencement as necessary.
Communications and Correspondence
Maintains PNCA Deans Office website and information as necessary
Manages pncadeaninfo Google Group and sends Deans office group communications to staff students and faculty as directed by the Dean or other Senior Leadership
Maintains accurate GoogleGroups for PNCA faculty with uptodate membership
Updates Razers Edge with donor and partner contact information
Administers on behalf of the Dean faculty staff and community collegewide listserv
Answers general correspondence for the Deans Office and Graduate school
Writes articles and external facing updates under the direction of the Dean as necessary.
Creates briefing documents for the Deans as necessary on donors or external partners
Special Projects
May be assigned additional special projects that require framing researching and planning.
Writes proposals attends meetings and coordinates with other internal departments as necessary.
Minimum Qualifications
High School Degree or Equivalent and five years progressively responsible administrative experience and/or an equivalent combination of education and experience.
Preferred Qualifications
Bachelors Degree
Advanced experience with Google suite Workday Canvas and ability to learn new software tools as needed.
Work Experience in a higher education setting.
Typical Work Schedule
Monday through Friday 8 am to 5 pm.
This position requires occasional early morning later evening or weekend availability.
Salary: $23.73/ hour
You will need to upload the following 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
Applications will be reviewed on a rolling basis as received until the position is filled.
Incomplete applications will not be considered.
WILLAMETTE UNIVERSITY VALUES DIVERSITY:
Employment at Willamette University means being part of a community that values education and its impact on the world and is friendly supportive and increasingly diverse. Believing that diversity contributes to academic excellence and to rich and rewarding communities Willamette is committed to recruiting and retaining candidates who bring to campus varied experiences perspectives and backgrounds.
BACKGROUND CHECK REQUIREMENT:
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.
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.
INSTRUCTIONS FOR APPLICANTS:
Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University please complete our online employment application. Your application and all required attachments listed at the bottom of the page must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.
Required Experience:
IC
Employment Type
Full-Time
