Administrative Coordinator for CES

2 weeks ago

Chestertown, Maryland, United States Washington College Full time
Position Overview

Location
Washington College, Chestertown, MD

Employment Type
Full-Time Staff

Role Summary

Washington College is in search of a skilled individual to fill the role of Center Coordinator for the Center for Environment & Society (CES). This position is essential in supporting the Director and senior staff members in the operational management of CES. The Center Coordinator will play a pivotal role in facilitating various organizational activities and providing comprehensive support to the Center's personnel. This role is vital for ensuring the smooth functioning of CES across its multiple facets.

Key Responsibilities:

Organizational and Staff Coordination
  • Assist the Director of CES with administrative tasks, focusing on scheduling and organizing Advisory Board meetings.
  • Serve as the primary liaison to the CES Advisory Board under the guidance of the Center Director.
  • Ensure compliance with college policies among CES staff.
  • Oversee the maintenance and operational needs of Semans Griswold Hall, coordinating with relevant college departments.
  • Facilitate team-building activities for CES staff in collaboration with leadership.
  • Coordinate internal and external meetings, documenting and archiving minutes.
  • Manage the Center's calendar effectively.
  • Ensure proper use and maintenance of research equipment and vehicles.
Administrative and Communication Support
  • Collaborate with senior staff on budget planning and expense management.
  • Assist in the preparation of CES reports.
  • Support special projects and events as needed.
  • Work with communications staff to manage the production and distribution of media, including website content.
  • Handle inquiries via phone and email, ensuring timely communication with staff.
  • Manage incoming and outgoing mail efficiently.
  • Coordinate room scheduling within SG-Hall and liaise with academic departments.
  • Assist senior management with travel arrangements and expense reporting.
  • Maintain office supplies and materials for staff and faculty.
  • Act as a liaison with IT for necessary technological updates.
  • Manage the CES email database for communications and marketing purposes.
  • Support the recruitment process by posting job openings and coordinating searches.
  • Assist in onboarding new staff members.
Support for Internships and Recruitment
  • Promote and advertise internship opportunities.
  • Collaborate with the Career Services office.
  • Coordinate recruitment events and lead tours for prospective students.
  • Assist in reviewing applications and implementing programs.
Management Responsibilities
  1. Prioritize assignments on behalf of senior management according to deadlines and expectations.
  2. Supervise student workers and other staff as necessary.
  3. Authorize expenditures in line with approved budgets.
Qualifications

Education and Experience
  • A Bachelor’s degree is preferred, along with a minimum of five years of relevant administrative experience.
Skills and Competencies:
  • Proficient understanding of administrative processes.
  • Strong written and verbal communication skills.
  • Exceptional organizational abilities and capacity to work independently.
  • Ability to engage effectively with diverse individuals and communities.
  • Capability to manage time effectively within budget constraints.
  • Proficient in Microsoft Office Suite and administrative software.
  • Demonstrated leadership and organizational skills.
  • Maintain a positive demeanor and high energy levels.
  • Flexibility to work occasional evenings and weekends as required.
Work Schedule
  • Standard hours are Monday to Friday, 8:30 a.m. to 4:30 p.m.
  • Additional hours may be necessary for special events and project demands.

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