Job Description: The Student Affairs Operations and First-Year Coordinator provides high-level administrative and organizational support to the Division of Student Affairs, Dean of Students office, and the first-year team, including but not limited to campus event registration and event planning, scheduling, meeting preparation, facilities oversight and logistical support. Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions:- Works collaboratively with all members of Student Affairs, in particular an administrative staff and the first-year deans and is responsible for providing administrative and organizational support to the team, First year Orientation Committee, as well as the Leading Edge, new student orientation, and continuing education programs. Responds to phone calls and emails, as appropriate, and refers messages to other members of the first-year team when needed. Participates in all team and program meetings as required.
- Assists with the planning, logistics, and execution of on-boarding of new first-year and transfer students, the Leading Edge program, and new student orientation. Plans communications and marketing materials and updates/maintains websites. Completes large-scale mailings and correspondence.
- Assists with coordinating and managing the logistics of department-wide activities and events and communicating with Division of Student Affairs employees to provide announcements and informative updates.
- Reviews and analyzes daily workflow in Student Affairs and partners with Vice President of Student Affair's Executive Assistant in coordinating, implementing, and enhancing various Student Affairs operations, policies, and procedures.
- Manages W&L's Event Registration process by reviewing all 25Live entries, requesting event registration forms, and following up to ensure any unresolved issues are addressed, including proof of insurance, ABC license, etc. as needed.
- Manages outdoor venues assigned to Student Affairs in 25Live and works with internal groups as needed on the logistics of events scheduled at those venues. Works with external groups, including parents, alumni, and local groups and individuals, as necessary, with the planning and execution of events scheduled at the Liberty Hall Ruins, Cannan Green, Village Pavilion, Stemmons Plaza, the Dell, and Cohen Amphitheatre.
- Manages the Student Affairs email account (...@wlu.edu), the New Student email account (...@wlu.edu), and the Leading Edge email account (...@wlu.edu), by responding to messages or directing them to the appropriate staff member.
- Serves as secondary manager/supervisor of the Student Affairs work-study program
- Reconciles monthly PNC charges for the members of the first-year team and processes invoices/expense reports for the team and others, as needed. Manages budgetary reports by reviewing and analyzing budget versus actual. Completes data reporting and analysis projects and conducting research, as requested.
- Assists with the logistics and management of the Phi Eta Sigma program; plans and executes the annual induction ceremony.
- Coordinates university card issuance process for new students
- May be asked to periodically attend specific Board of Trustees committee meetings and generate meeting minutes on behalf of the Provost and with Vice President of Student Affair's, Dean of Student Life, or Assistant Dean of Students.
- Completes special projects as requested by the Vice President of Student Affair's, Dean of Student Life, or Assistant Dean of Students.
- Other duties and responsibilities as assigned.
Work Schedule: 8:30 am - 4:30 pm.
Minimum Qualifications:
- High School diploma required and Bachelor's degree preferred with minimum of five-years of administrative support experience or a combination of experience and education for which similar skills would be acquired.
- Ability to work independently, efficiently, and creatively with attention to detail.
- Excellent interpersonal skills.
- Ability to communicate effectively, both orally and in writing.
- Excellent proofreading, spelling/grammar, and general writing skills.
- Multi-tasking, organizational, process management, problem-solving, interpersonal skills; ability to prioritize tasks effectively and meet deadlines.
- Intermediate experience with Microsoft Word, Excel, Access, PowerPoint, Publisher, and Outlook is required, as well as the ability to learn new applications and software.
- Must be able to handle sensitive information, maintaining a high degree of confidentiality.
- A consistent record of attendance and punctuality is essential.
Application Instructions: Review of applications will begin immediately and continue until the position is filled. Please upload a resume and cover letter in your application. You will be asked to provide names and contact information for three professional references.
Position Type: Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:$23.50 - Pay Commensurate with Experience