Lead Administrative Coordinator, College of STEM

2 weeks ago

St Louis, Missouri, United States Harris-Stowe State University Full time
Job Overview

Harris-Stowe State University, a distinguished historically Black institution (HBCU), is situated in a vibrant urban area. The university boasts a diverse faculty and staff dedicated to providing a broad spectrum of academic programs to a culturally rich student body.

Position Summary

The Senior Administrative Assistant for the College of STEM plays a pivotal role in managing the daily operations of the office. This position demands an exceptionally organized, detail-oriented, and proactive individual capable of effectively overseeing office resources, facilitating clear communications, and maintaining a professional atmosphere. Responsibilities include supervising student and contract workers, addressing routine operational challenges, and ensuring seamless administrative processes within the College.

Key Responsibilities

  • Office Management:
    • Oversee the daily functions of the College of STEM office.
    • Ensure the office environment is organized and adequately supplied.
    • Develop and enforce efficient office procedures and workflows.
  • Leadership and Supervision:
    • Guide and supervise student workers and leaders.
    • Delegate tasks, establish priorities, and provide training and support.
  • Financial Oversight:
    • Assist in monitoring the budget for the College of STEM.
    • Manage financial transactions, including requisitions and invoice processing.
    • Ensure adherence to university financial policies.
  • Student Engagement:
    • Deliver exceptional service to students, faculty, staff, and external partners.
    • Assist with student inquiries and provide scheduling support.
    • Facilitate student events and academic support initiatives.
  • Facilities Management:
    • Coordinate maintenance and repairs for office equipment.
    • Manage room bookings for meetings and events.
    • Ensure a safe and welcoming office environment.
  • Administrative Duties:
    • Prepare and review official correspondence and reports.
    • Handle sensitive information with confidentiality.
    • Assist with data management and compliance documentation.
  • Event Planning:
    • Lead the organization of College of STEM events, including seminars and workshops.
    • Manage logistics and oversee event budgets.
  • Collaboration:
    • Work with other departments to support cross-functional initiatives.
    • Participate in relevant committees and meetings.

Qualifications

  • Bachelor's degree or equivalent experience preferred.
  • Prior experience in office management or supervision, ideally in an academic context.
  • Strong leadership and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational and time management abilities.
  • Attention to detail and accuracy.
  • Capability to multitask and prioritize effectively.

Knowledge, Skills, and Abilities

  • Administrative experience in a STEM environment.
  • Ability to learn and adapt to new technologies.

Working Environment

  • This role typically operates within an office setting.
  • Flexibility in working hours may be necessary for events and peak periods.
  • Attendance at evening or weekend events may be required occasionally.
  • Limited travel opportunities for professional development may arise.

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

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