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Administrative Coordinator

Apply now Job no: 499439
Work type: Regular
Location: Malibu Campus
Categories: School of Public Policy, Administrative/Office Support

Serve as support staff to maintain activities of the assistant dean for administration and full-time, visiting, and adjunct faculty for the School of Public Policy (SPP); prepare and produce written communications and forms; assist in proofing and editing publications; maintain detailed confidential records, including sensitive written correspondence and financial files; prepare petitions for grade changes and/or judicial hearings; conduct annual tuition, fee, and ranking comparison studies; support coordination of academic events; approve, monitor, and track all SPP facility room reservations; manage calendar and execute travel for the assistant dean and faculty; reconcile and substantiate credit cards for all faculty, dean, and assistant dean; serve as a requester and trainer for SPP finance including online requests in PeopleSoft; audit credit card substantiations; maintain and update faculty databases and Raiser's Edge contact records, queries, and reports; manage technology orders and activations and maintain information technology inventory; prepare and distribute faculty syllabi; maintain faculty class rosters, biographies, and curriculum vita; place book adoption orders; maintain syllabi archives; monitor accuracy of faculty pages on website; in coordination with the assistant dean, develop class schedules and communications; oversee school operations, facilities communications, and renewal and replacements; serve as a liaison to Human Resources on new hire paperwork and compliance; serve as liaison to senior University administrators; create and update faculty full-time and adjunct faculty handbooks; manage faculty rank, tenure, and promotion reviews and faculty hire process; maintain inventory and order supplies for the School of Public Policy; maintain faculty and staff keys and authorization forms; answer phones for school by facilitating prompt and courteous responses to inquiries; and perform other duties as assigned.

Duties

  • Manage faculty and Assistant Dean projects and daily activities; schedule, initiate, prepare, coordinate, and follow-up on action items related to meetings or projects; manage faculty and Assistant Dean calendars and booking appointments; plan and execute travel arrangements and book appointments with external constituents, internal staff, and students; answer phones, providing an excellent first impression to students, donors, and executives; reconcile and substantiate all faculty, Dean, and Assistant Dean for Administration expenses and credit cards; audit credit card substantiations; maintain detailed confidential records and files, including but not limited to, sensitive written correspondence, Office of the Dean student files, financial records, and electronic databases including hired faculty and prospective faculty databases (such as Microsoft Access, and Raiser's Edge); in coordination with the Assistant Dean for Administration, develop class schedules and communication; oversee campus operations and facilities communications and renewal and replacements; serve as a liaison to Human Resources on new hire paperwork and compliance; create files; print letters; maintain faculty and staff keys and authorization forms; maintain office machines and computer inventory and order supplies for the School of Public Policy; serve as PeopleSoft purchasing requester.
  • Prepare and distribute faculty syllabi; maintain faculty class rosters, student photo rosters, faculty biographies, and curriculum vita; place book adoption order; maintain syllabi archive; monitor accuracy of faculty full-time and adjunct faculty handbooks; manage faculty rank, tenure, and promotion reviews and faculty hire process; conduct annual tuition, fee, and ranking comparison studies; maintain information technology inventory lists; proofread course schedules.
  • Approve, monitor, and track all SPP facility room reservations through 25Live; create and maintain information technology inventory list; order computer hardware and software for faculty and staff; order technology connections; facilitate a resolution for information technology issues; order computer hardware, software, peripherals, and port activations for faculty and staff; reconcile and substantiate credit cards for all faculty and Dean's office staff; serve as a requester for finance including online requests in PeopleSoft; maintain and update SPP databases; update Raiser's Edge contact records.
  • Answer School of Public Policy phones as necessary, providing an excellent first impression to students, donors, and executives; prepare and produce written correspondence and forms including faculty data forms, student disciplinary communications, and scholarship thank you letters; assist in proofing and editing SPP publications; prepare petitions for student Honor Board hearings; gather faculty articles for Dean's Report; serve as liaison to senior University administrators; collect and prepare material for University Academic Council meetings; facilitate prompt and courteous responses to inquiries; assist in relations with vendors, partners, and constituents as needed; handle calls, scheduling meetings, and drafting correspondence.
  • Attend and assist at SPP-related conferences, seminars, and events; support coordination of academic events; plan student Honor Board hearings including room reservations, catering orders, and participant communications; oversee classroom-specific events including guest speaker travel, lodging, ground transportation, and reimbursements; track all facility room reservations.
  • Train new staff on PeopleSoft finance system.
  • Uphold University mission through work performed.
  • Other duties as assigned. 

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: High school diploma required; bachelor’s degree in the areas of business, communications, liberal arts, or related field, with a strong emphasis in English and language arts preferred; training in business writing and proof reading. Superior organization skills; proven track-record of accuracy; strong communication skills both oral and written, including editing and proof-reading ability; demonstrated professional record of taking imitative; strong interpersonal skills, especially over the telephone; ability to initiate and take independent action; word processing, spreadsheet, and database management; able to give careful attention to detail and accuracy; able to handle multiple tasks, establish priorities, work with staff of varying management styles, and manage change.
Knowledge of PC environment preferred with word processing, spreadsheet, and database experience essential; knowledge of standard business machines; extensive experience with Microsoft Outlook, Microsoft Word, Microsoft Access, Microsoft Excel, G-Suite applications products (Gmail, Google Drive, Google Groups), and Adobe Professional.

Preferred: 4-6 years of senior managerial support experience; 4-6 years’ experience in interacting with a variety of senior executives, alumni, students, faculty, and administrators; exemplary communication skills; superior writing ability, including experience in proofreading and editing required; superior phone and organizational skills; proven financial accuracy experience; knowledge of University policies and procedures preferred. Experience with Raiser's Edge, PeopleSoft (Oracle) products including student and financial modules, OpenInvoice, 25Live, Doodle scheduling, Zoom video conferencing.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a Regular, Nonexempt, 40 hour per week position.

Salary:  Commensurate with experience.

Advertised: Pacific Standard Time
Applications close:

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