Administrative Coordinator, Academic Affairs

Reporting to the Executive Coordinator for the Office of Academic Affairs, the Administrative Coordinator serves as senior-level administrative support to the Academic Affairs leadership team. Working closely with the Academic Affairs office leadership and administrative support teams, the Administrative Coordinator performs a broad range of administrative and project management duties to include but not limited in supporting the following Academic Affairs team areas:

Academic Affairs Office

• Assist the Executive Coordinator in supporting the Vice President for Academic Affairs in the development and management of Academic Affairs initiatives and projects, events and activities, and the dissemination of unit and campus-wide communications and information.
• Coordinate and participate in Academic Affairs-related meetings and events as required, inclusive of agenda and materials preparation including the preparation of agendas, materials, and logistical arrangements.
• In collaboration with the Executive Coordinator, participate in the development and implementation of process improvements and interoffice system enhancements.
• Serve as liaison and front-line customer service representative for Academic Affairs and establish and maintain effective working relationships throughout the College.
• Perform additional duties as required.

Faculty and Program Support (FAPS)

• Manage and maintain the Associate Vice President's calendar and scheduled activities, and coordinate ongoing projects under the Associate Vice President's direction. Google Calendar and scheduling of meetings.
• Assist the Associate Vice President for Faculty and Program Support (FAPS) in the management, and coordination of FAPS special projects, initiatives, and programmatic activities.
• Coordinate and participate in FAPS, Academic Affairs-related and other meetings and events as required, inclusive of agenda and materials preparation, including the preparation of agendas, materials, and logistical arrangements.
• Develop, manage, and maintain digital databases for tracking, analyses and reporting of FAPS-related programs, projects, policies and procedures.
• Perform additional duties as required.

Academic Affairs Personnel Administration

• Working in concert with the Executive Director for Academic Affairs Personnel Administration, review and analyze faculty life-cycle documents and accompanying materials for the Vice President's personnel administrative review and recommendation/decision.
• Monitor and track student concerns, issues and academic-related matters in the Advocate Simplicity database.
• Compose and edit a wide range of written and electronic correspondence and documents, research and assist in crafting and drafting, editing and preparing reports, documents, presentations and related materials.
• Perform additional duties as required.

The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.

Minimum Requirements:

• Bachelor's degree.
• Five (5) years or more experience providing senior-level executive administrative support in a higher education environment or complex organization.
• Demonstrated self-starter with the ability to take the initiative, use sound judgment, and work effectively and professionally with varying levels of staff and constituents.
• Demonstrated strong organizational and time management skills with the ability to manage emerging and concurrent priorities, ongoing projects and activities, and demanding deadlines.
• Demonstrated ability to organize, implement and monitor office/administrative procedures and systems.
• Demonstrated ability to conduct confidential and analytical research, and synthesize findings and results for compilation and reporting purposes.
• Ability to effectively articulate and communicate with exceptional verbal, written and interpersonal skills.
• Demonstrated ability to conduct and maintain the highest level of discretion, confidentiality, and professionalism.
• Demonstrated ability to exercise sound judgment, possess strong customer service orientation and detailed-driven focus.
• Demonstrated knowledge of and proficiency in MS Office Suite.

Preferred Requirements:

• Master's degree.
• Demonstrated knowledge of Google applications.
• Demonstrated experience in project management and knowledge of project tracking tools/platforms (e.g. Smartsheet, Microsoft Teams; Asana).

MENTAL REQUIREMENTS

Read Comprehend- Constant; Perform Calculations- Occasional; Communicate Orally- Constant; Reason & Analyze- Constant; Write- Frequent

WORKING ENVIRONMENT

The position is on campus, primarily in an office environment.

PHYSICAL REQUIREMENTS

Sit- Constant; Stand- Frequent; Bend- Occasional; Walk- Occasional; Climb- N/A; Pull- N/A; Push- Occasional; Lift<10- Frequent; Lift 10-20- Occasional; Lift over 50- N/A; Reach- Frequent

The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment.
Starting Salary: $66,187 per year with step increments per Salary Schedule 93, after one year of service and annually thereafter.
(See CBA, page 77)

Full-Time Benefits
Employee Holiday and Work Schedule
Summer Fridays
Remote Work Policy Program

Review of applications will begin immediately until the position is filled.

Days/Hours: M-F, 9am-5pm, in person; work schedule subject to change based on needs of the department.

Successful completion of a background check is required for appointment to this position once an offer has been made.