Administrative Coordinator, AGSM
Administrative Coordinator, AGSM
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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
This individual broadly supports the Atkinson School and uses business acumen to make decisions on its behalf with an emphasis on accreditation and managing budgets. They also act as liaison to areas across campus such as Accounting Enrollment Career Initiatives Provosts Office University Communications and WITS. Requires ability to work independently and prioritize workload to meet varying schedules.
Duties and Responsibilities
Accreditation and Rankings
Supports AACSB and NASPAA reaccreditation efforts and completion of selected rankings surveys such as Bloomberg Businessweek Forbes and US News & World Report. Responsible for maintaining Atkinsons webbased accreditation databases and accreditationrelated internal records and ensures accuracy of all accreditation/rankings data. Serves as the Schools liaison for all universitylevel accreditation matters.
Maintains documentation that supports compliance with changing accreditation standards
Collects data in preparation for accreditation reports and rankings surveys for periodic online reporting to accrediting bodies and rankings organizations.
Coordinates with internal constituents for timely data collection such as
Faculty and student data working with enrollment and institutional research
Placement and salary data in collaboration with Career Initiatives
Works with the Dean(s) in preparing reports for the Schools and University accreditation
Submits accreditation applications and reports for AACSB and NASPAA into the relevant portals prior to the submission deadlines
Assists with completion of rankings surveys and ensures that a critical mass of responses are received for AGSM to be included in the rankings
Budget& Personnel
This position is responsible for ensuring that revenues and expenses are appropriately categorized so that the Deans Office has an accurate assessment of financial status in all accounts. Understands university policy process and procedures to ensure compliance and facilitate efficient financial management.
Reconciles general fund and special accounts to ascertain appropriate balances and make adjusting entries as needed; prepares periodic financial reports; processes invoices procurement cards requisitions expense claims vouchers and journal entries; assists with budget preparation; manages the Schools yearend closings.
Coordinates the training and work assignment of student employees; may be the supervisor in some situations.
Maintains student employee personnel files and payroll records; approves timesheets
Other AdministrativeSupport
Works smoothly with the rest of the Schools administrative support team and assists staff faculty and others.
Requires ability to work independently and prioritize workload to meet varying schedules.
Helps with facilities office management scheduling and event coordination tasks.
Assists with transportation needs for field trips and special events as requested
Communicates in a friendly and cheerful manner so that interactions positively portray school and university programs personnel and philosophies.
Helps coordinate the collection of content for publicity materials including newsletters posters brochures press releases and various social media platforms working with University Office of Communications.
Performsotherdutiesasassigned
Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty students and staff and handling departmental records and files personnel actions performance evaluations grade reports merit promotion and tenure decisions and similar confidential materials.
Other duties as assigned such as serving on collegewide or university committees on behalf of the department
Minimum Qualifications
Bachelors Degree or minimum of four years of executive support experience of progressively responsible nature.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license or certification.
A demonstrated commitment to student success as well as working with broadly diverse communities.
Excellent organizational skills and strong attention to detail.
Competence in basic computer systems data entry and web maintenance.
Effective communication skills.
Record keeping proofreading and writing skills as well as a high degree of accuracy.
Ability to interact with diversity of people both in and out of University and at different levels of the organization.
Preferred Qualifications
Accreditation experience.
Proven ability to handle complex and sensitiveinformationwithdiscretion.
Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced quickly changing environment.
Salary: $21.55/ 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
