Office Coordinator

4 weeks ago

Wheaton, United States Wheaton College Full time
Job Description

Job Overview

Under the supervision of the Chair of the Earth and Environmental Science Department, this position is responsible for providing support to the Chair for his/her administrative duties and for assisting all members of the department faculty with curricular, student-related and professional activities, including providing administrative support for the Environmental Science Program and Sustainability Certificate (under the purview of the Earth and Environmental Science Department). Serve as an administrative link to integrate the department with the operations of the institution of Wheaton College. This position is 15 hrs/wk for 10 months (August-May).

Duties and Responsibilities

Office Administration

1. Provide administrative support to the Department Chair and leadership for the Geology program, the Environmental Science Program, and the Environmental Sustainability Certificate including scheduling support, correspondence, program applications, and other requests as needed.

2. Serve as first point of contact in the department for visitors, students, and all college offices. Respond to phone and visitor inquiries, sort mail, and manage office area and machines.

3. Maintain department records and files including both paper and electronic documents.

4. Manage financial activities of the department in coordination with the Lab Associate: maintain financial records; monitor the budget; generate reports; research, process, and follow up purchase orders; process check requests and cash disbursements; maintain petty cash; maintain monthly credit card expenses and reconciliation.

5. Manage logistics of department events, including partnering with Undergraduate Admissions on department visits for prospective students.

6. Work with the leadership and faculty in marketing, promotion and recruiting for majors and programs of the Department.

7. Oversee visiting /guest faculty assigned to the department office area. Facilitating paperwork in close coordination with Department Chair, Human Resources, and Payroll as needed.

8. Maintain department web page and assist with production of annual alumni newsletter, the CONTACT.

9. Order all department equipment and supplies, request equipment maintenance, and create work orders for repairs and other maintenance issues as needed in coordination with the Lab Associate.

Academic Administration

1. Support the Chair in completing institutional processes and report requirements, including load sheets, Faculty Compensation Authorization forms, faculty promotion processes, course scheduling, catalog copy and textbook ordering, and program/course assessment documentation.

2. Support the Chair in new faculty searches, coordinating with the Dean and Provost's offices, interacting with applicant tracking system, and processing and managing candidate files.

3. Provide administrative support to faculty in the preparation of course materials, exams, and instructional aides in coordination with the Lab Associate.

4. Facilitate timely flow of departmental and institutional communication between faculty and majors i.e. Major Declaration Forms to Registrar's Office.

5. Support faculty with non-curricular responsibilities (such as committee responsibilities) or professional development (applications, reports) within the college. As time permits, provide support for professional development activities and appointments outside the College.

6. Facilitate teacher and course evaluation process at the end of each quad/semester.

7. Support Black Hills Program Manager in promotion and logistics of department summer academic programming.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned.

Qualifications
  1. Associate degree or minimum of two years of experience in office administration or professional work (can include years in graduate program of study); academic environment preferred.
  2. Competency in Microsoft Office suite required. Ability to learn new systems as necessary.
  3. Strong organizational, communication, and interpersonal skills required.
  4. Strong attention to detail with ability to attend to multiple tasks and manage frequent interruptions.
  5. Desire to foster a welcoming and service focused environment for students.


Physical Requirements

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle, or feel, and to stand, walk, reach, bend or lift up to 10 pounds.

FLSA Status - Non-Exempt

As a Christ-centered community, Wheaton College faculty and staff must affirm the College's Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton's Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice, and unity.

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