Location: Salem,OR, USA
ABOUT WILLAMETTE UNIVERSITY:
Willamette University, founded in 1842, is a nationally-renowned 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 Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.
Willamette University provides a high-value 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, ...@willamette.edu or call us at 503-###-####.
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, cross-university 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 up-to-date 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 execution of Dean's 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, art-making and wellness activities)
* Supports Advancement, Alumni Affairs and President's 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 pnca-dean-info 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 up-to-date membership
* Updates Razer's Edge with donor and partner contact information
* Administers, on behalf of the Dean faculty, staff and community college-wide 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
* Bachelor's 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:
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically underrepresented groups, whose work furthers diversity and 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.