Administrative Coordinator for Identity and Cultural Resources Position

4 weeks ago

Amherst, Massachusetts, United States Amherst College Full time
Job Description:

Amherst College is seeking an Administrative Coordinator for Identity and Cultural Resources to provide essential support to the Associate Dean of Students for Diversity and Inclusion, the Senior Director of Identity and Cultural Engagement, and the six centers within the Office of Identity & Cultural Resources (OICR).

The successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community. The Coordinator plays a crucial role in supporting OICR's goals by facilitating the intellectual, social, and cultural activities of our diverse student body.

Responsibilities:
  • Office Management:
    • Serve as the OICR liaison to faculty, staff, students, alumni, parents, and external constituents, effectively communicating and interacting with a diverse community
    • Purchase and manage inventory for general office supplies across the six centers
    • Receive and distribute mail and packages to each center
    • Maintain files, including electronic and paper files
    • Recommends and implements process improvements to enhance OICR's operational and administrative efficiency and create documents and procedures to support these improvements
    • Manage center budgets, including processing accounts payable/receivable, invoices, purchase orders, charges/credits, and reconciliations; handle student and staff reimbursements, special payments, honoraria, and provide financial reports to the OICR Senior Leadership Team
    • Coordinates all travel and lodging arrangements for professional staff and processes all reimbursements and invoices for travel/expense charges
    • Recruit, hire, train, and supervise two student staff members to support the overall work of the OICR
  • Administrative Support:
    • Maintains the schedules and calendars for the Senior Director of Identity and Cultural Engagement
    • Manages all search processes for the OICR professional staff
    • Oversee the OICR email accounts and collective calendars
    • Assist professional staff within OICR with administrative tasks related to hiring student staff
    • Manage all hiring/change of employment paperwork for professional staff
    • Schedule weekly departmental meetings and one-on-ones, and prepare meeting minutes
    • Compile and format OICR annual reports for the Associate Dean of Students for Equity and Engagement and Senior Director of Identity and Cultural Engagement
    • Organize and set up the OICR leadership working retreats and training sessions
    • Assist with the maintenance of the OICR website on the Student Affairs webpage and OICR social media platforms
    • Serve on campus-wide and Student Affairs committees and working groups as needed
    • Serve as a resource to connect students to crisis management and support services
    • Provide additional administrative support as assigned by the Associate Dean of Students for Equity and Engagement
  • Events:
    • Organize and execute OICR events for faculty, staff, and students, including the OICR Senior Brunch, End of Year Student Staff Celebration, OICR Orientation Events, Homecoming and Reunion events, and the OICR Student Staff Cross-Center Training
    • Assist with event logistics for OICR programs, including venue arrangements, media setup, food orders, and other related tasks
    • Provide staffing support for OICR programs and special events, as well as for events within Student Affairs
Qualifications:
  • Associate's Degree
  • Three years of related experience
  • High School Diploma or equivalent and five years of related experience in lieu of minimum education and related experience
  • Demonstrated effectiveness in using administrative, planning, organizational, customer service, and interpersonal skills
  • Knowledge of office management systems and procedures
  • Excellent planning and time management skills, including the ability to multitask and prioritize work
  • Attention to detail
  • Strong problem-solving skills
  • Strong written and verbal communication skills, including electronic communication
  • Commitment to supporting a diverse student community
  • Ability to take initiative and work independently and collaboratively with the campus community
  • Able to work in a dynamic, very active, fast-paced, and student-driven environment

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