Administrative Support Coordinator

14 hours ago

Dayton, United States Wright State University Full time

Position Information

Position Information (Default Section)

EEO Statement

Wright State University is an equal opportunity/affirmative action employer.

Faculty Rank or Job Title Administrative Support Coordinator Job Category: Classified (non-exempt) Department School of Social Sciences and International Studies EEO number: 25C011 Position FTE

100%

Minimum Annual or Hourly Rate 15.05 Salary Band: CS14 Job Summary/Basic Function:

The School of Social Sciences and International Studies brings together the faculty and programs of Anthropology, Communication, Crime and Justice Studies, Geography, Modern Languages, Political Science, and Sociology. We believe that together we can better respond to the needs of our students and community by fostering greater interdisciplinary collaboration and innovation. As such, in addition to the above programs, the School also support majors in International Studies and Interdisciplinary Studies, which draw on faculty from multiple Schools and Departments, as well as two graduate programs: the Master of Public Administration (MPA) and the M.A. Program in International and Comparative Politics.

Under direction from immediate supervisor, the administrative support coordinator provides a variety of responsibilities by maintaining, configuring, and analyzing confidential financial/academic databases, working on special projects (events, publications, course documentation), preparing special correspondence, and developing detailed reports; may supervise students and/or staff. Ability to manage multiple tasks and set priorities.

Performs administrative support work which is typically operational or procedural in nature relating to the program, office, or projects. Work is often of a project nature and may require specialized knowledge. Typically, this classification is responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation.

Implements and maintains databases to support administrative operations. Researches and gathers information, uses university policies, procedures, and practices to answer routine inquires or resolve problems based on precedents.

Minimum Qualifications

* A high school diploma or GED and two years (FT) of related work experience OR, two years of post-secondary education and one year of (FT) related work experience OR, a bachelor's degree in a related field.
* Working knowledge and skills to use current office equipment and a variety of software packages.
* Experience in writing, editing, and budget management.

Preferred Qualifications

* Good interpersonal and human relations skills.
* Experience working with people from varied cultural backgrounds.
* Excellent verbal/communication skills.

Essential Functions and percent of time:

50% Administrative Support

* Coordinates, maintains, and assumes responsibility for all financial functions; including, but not limited, to: preparing Chromeriver authorizations, expenses, and travel reports for the chair and faculty; creating orders in Wrightbuy system and managing the process. In cooperation with the Chair, balances budgets, reconciles financial data, interprets Banner reports and keeps chair informed of overall status of budget.
* Assists with the hiring process of faculty and adjunct instructors in PeopleAdmin. Initiates/completes documentation for adjunct/overload contracts.
* Works with the chair to coordinate the semester schedules of courses, maintaining spreadsheets, and coordinating changes with the Registrar's office. Electronically collect syllabi each semester from all faculty.
* Welcomes new students, answering questions, setting up with advisors, and representing the program to incoming, prospective, and current students, faculty, staff, and the public. Acquires student information using available reporting systems.
* Coordinates faculty and committee meetings; may take and distribute minutes.
* Acts as primary liaison to other University departments and divisions, such as physical plant, public safety, CaTS, marketing, etc.
* Acts as expert on university policies and procedures, following procedures for purchasing, travel, etc.

30% Manages Special Projects

* Coordinates student scholarship awards and processes awards using Scholarship Manager.
* Assists faculty with various program events, such as language immersion days, new student orientation, graduate capstone projects, Model UN travel, among others, which may include advertising the event, processing registrations in Touchnet Marketplace, ordering catering, creating flyers, etc.
* Maintains the School's website as needed.

10% Data Analysis and Reporting

* Analyzes, exports and maintains databases.
* Runs Cognos/Power BI reports for various needs within the School.
* Promotes and/or communicates all aspects of the School by developing and distributing various marketing materials.

10% Supervisor

* Hires/trains/supervises student workers, creates work schedules.
* Advises and assists other staff, as needed.
* Independently addresses problems related to various interoffice issues and student concerns.
* Proactively deals with a variety of problems that may occur and determine specific action, in consultation with Chair when needed.

Other duties as needed

Essential Functions and percent of time (cont'd): Non-Essential Functions and percent of time: Working Conditions Special Instructions to Applicants Posting Date 10/08/2024 First Consideration Date: 11/01/2024 Closing Date Open Until Filled Yes

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