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Administrative Coordinator, Academic Affairs

Title: Administrative Coordinator for Academic Affairs
Department: Academic Affairs
Reports to: Assistant Dean of Academic Affairs and Registrar
Supervises: N/A
Status: Non-Exempt (Hourly)

Work Hours: Monday – Friday, 8:30a – 5:00p /37 hours per week.  Hours in excess of 40 per week periodically

Position Summary

Pacific School of Religion (PSR) is seeking an Administrative Coordinator to perform a wide range of duties to support the Office of Academic Affairs, Assistant Dean of Academic Affairs and Registrar, and the Vice President for Academic Affairs and Dean of the Faculty. These include serving as first point of contact for the office of Academic Affairs, managing the flow of visitors, answering and routing calls, guiding visitors to the appropriate parties, fielding interdepartmental communications, and performing office tasks, including answering emails, delivering or responding to mailings, and maintaining the highest level of discretion and confidentiality of student and  faculty records. They will also analyze office processes and policies, develop creative solutions to problems, answer questions, and take part in team planning and scheduling.

To succeed as the Administrative Coordinator, you should be committed to providing attentive support for internal and external parties and ensuring consistent, efficient operations. You should be courteous, analytical, proactive, organized and possess excellent communication skills and be prepared to deal with a diverse and dynamic environment. Familiarity with academic semester schedules, and ability to learn student information systems are required.

Responsibilities

Assistant to Assistant Dean of Academic Affairs and Registrar

Essential duties and responsibilities include the following. Other job-related duties may be assigned.

  • Provide timely and professional response and support for student course registrations, SONIS inquiries and Moodle for students and faculty.
  • Process transcript requests, enrollment verifications, and billing statements.
  • Post and record student cash and check transactions to student accounts.
  • Become familiar with information systems at PSR: SONIS, Ellucian Colleague, Izenda, EvalauationKit and Moodle
  • Support Registrar in course scheduling – collect, review and submit Course Scheduling Information Forms. Post semester schedules.
  • Review and update sections of the Academic Catalog as needed.
  • Administer and collect student evaluations at end of semester.
  • Manage Title IX and SaVe Act trainings.
  • Work with Assistant Dean and Registrar as needed to post enrollment to the National Clearing House.
  • Assist students in scheduling appointments with the Assistant Dean and Registrar.
  • Anticipate needs and initiate activity to resolve minor problems. Respond to, and assist, the Assistant Dean and Registrar in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance. Compose correspondence on own initiative on matters not requiring personal responses of the Assistant Dean and Registrar
  • Provide support for major projects: grades, graduation, diploma processing, etc.

 Assistant to the Vice President for Academic Affairs and Dean of the Faculty

Essential duties and responsibilities include the following. Other job-related duties may be assigned.

  • Manage, calendar and track the Dean’s schedule. Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts.
  • Plan, organize, coordinate, and direct office workflow in the office of the Vice President for Academic Affairs to ensure that timelines are met; coordinate and oversee projects as assigned by Vice President and Dean.
  • Receive, process, secure signatures, and appropriately route paperwork, including hiring documents, requisitions, and requests for payment, received by the Office of the Vice President.
  • Prepare agendas, meeting calendar and back-up materials; attend regular and special meetings, record and prepare minutes, distribute minutes and maintain official records of agendas and minutes.
  • Maintain accurate email lists (work with Endsight), onboard/offboard faculty and visiting scholars.
  • Anticipate needs and initiate activity to resolve minor problems. Respond to, and assist, the Vice President in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance. Compose correspondence on own initiative on matters not requiring personal responses of the Vice President and Dean.
  • Provide administrative support to the Dean (and Accreditation Liaison Officer) in preparation of required reports; review and disseminate information and resources; coordinate team visit (schedule, reservations, meals, supplies, computer access, etc.); serve as the liaison to the Evaluation Team during its visit.
  • Make comprehensive travel arrangements and prepare documentation for travel requests and reimbursements.

Preferred Qualifications

  • 2+ years general administrative experience, or equivalent combination of experience and college level education
  • Strong attention to detail, organization, flexibility, and resourcefulness.
  • Ability to work at a rapid pace, ability to communicate clearly, and prioritize conflicting needs.
  • Ability to handle matters expeditiously, proactively, often with deadline pressures.
  • Exceptional oral and written communication skills with the ability to effectively support and serve a diverse population.
  • Advanced knowledge of Microsoft Suite with emphasis in Word and Excel, internet browsers and email usage.
  • Have experience with Student Information Systems (SONIS preferred) and Learning Management Systems (Moodle preferred).
  • Familiarity with the academic enterprise within a graduate educational institution and demonstrated knowledge of key issues, concepts, trends, and policies in higher education.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Vision – close vision and ability to adjust focus for word processing
  • Hearing – ability to hear verbal communications and to carry on telephone conversations
  • Clear Speech – ability to communicate clearly to others as essential part of job function
  • Lifting/Carrying – occasional lifting and carrying of files and printed material up to 25 pounds
  • Pushing/Pulling – ability to push/pull desk and filing cabinet drawers
  • Sitting – ability to sit for long periods at computer and during meetings
  • Reaching – ability to reach above shoulder, below shoulder and at arms’ length
  • Manual Dexterity – ability to manipulate a computer keyboard and paperwork/files

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is indoors.  Frequent face-to-face contact with staff, students, faculty and visitors.  The noise level in the work environment is quiet.  No extreme temperatures are present in the work environment.

Tools and Equipment Used

Including, but not limited to:  Phone, personal computer, printer, fax machine, calculator, photocopiers, and shredder.

If you are independent yet collaborative, have a phenomenal appreciation for details and an advanced understanding of what’s required to create a diverse and inclusive work environment, this position may be the right career opportunity for you!

  • Excellent benefits
  • Health, vision, and dental
  • Generous vacation and holidays
  • 37-hour workweek

Please send cover letter and resume to Lyndsey Reed, Assistant Dean for Academic Programs and Registrar, at lreed@psr.edu.