Temporary Administrative Program Coordinator

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon’s top-ranked MBA program, the Northwest’s oldest law school, as well as MA/MFA programs at PNCA and master’s degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, [email protected] or call us at 503-370-6210.

POSITION SUMMARY

The Temporary Administrative Program Coordinator (APC) provides administrative support to various academic departments in the Willamette College. The APC actively participates in critical management activities (financial, operational and personnel related) in support of the faculty and students in the department. The APC is supervised by the Executive Assistant to the Dean, College of Arts & Sciences but resides near the departments where the day-to-day work is performed. The Department Chair is responsible for overseeing the day-to-day work and partners with the Executive Assistant to assess the APC’s performance.

RESPONSIBILITIES

Essential Functions: as this position supports a portfolio of units, departments may not need all of these functions performed. However, it is the expectation that the administrative staff be able to perform these tasks if required by their department(s). The result may be that the staff performs one set of tasks for one department and another set of tasks for the other department(s). Further, as department chairs/program directors turnover approximately every three years, an incoming chair may require a different set of tasks to be performed. Administrative staff are expected to be flexible in handling changes in departmental support needs and expectations. It is recommended that the APC meet with each Chair/Director to review the job description and discuss tasks to ensure that expectations are aligned.

Administrative Management & Operations: Supports the units as office manager and uses business acumen to make decisions on behalf of the units; serving on various committees as well as acting as liaison to areas across campus, such as Facilities, Accounting, Admissions, Campus Safety, WITS, and the Dean’s Office. Requires ability to work independently and prioritize workload to meet varying schedules.

• Coordinates the training and work assignment of work-study student employees; may be the supervisor in some situations.

• Ensures that all maintenance needs for equipment are attended to in a timely manner. Also ensures the cleanliness and upkeep of unit spaces by communicating issues with the appropriate office on campus and/or submitting work orders to facilities. May serve as building captain.

• Complete office tasks including opening/closing, establishandmaintainfiles (electronic and paper), supply ordering, mail, copying, scanning, management of online departmental calendar(s) and other clerical activities

• Facilitation of assignments of offices, key requests, computers, telephones, signage, printers, etc. Coordinates details in preparation for departmental and program meetings; prepares agenda and other materials, presents reports as appropriate, takes and transcribes minutes, and performs necessary follow-up.

• Prepares and maintains various handbooks

• Composes letters, reports, minutes and other materials as directed

• Coordinates access to restricted classrooms, labs and storage

Budget & Personnel: Is responsible for ensuring that revenues and expenses are appropriately categorized so that the Chairs, faculty and the Dean’s Office have an accurate assessment of financial status in all accounts. Understands university policy, process and procedures in order to ensure compliance and facilitate efficient financial management.

• Reconciles general fund and special accounts to ascertain appropriate balances and make adjusting entries as needed; prepares periodic financial reports; processes invoices, procurement cards, requisitions, expense claims, vouchers and journal entries; assists with budget preparation.

• Organizes, maintains records, and directs correspondence for annual evaluation of adjunct faculty.

• Supports searches for visiting faculty, adjuncts and new tenure track faculty.

• Supports Language Assistants

• Maintains student employee personnel files and payroll records; approves timesheets

Academic Support: Provides hands-on academic support to the Chairs, full-time faculty and adjuncts. This position has capacity to support future faculty/personnel growth in the units. Requires ability to work independently and prioritize workload to meet varying schedules.

• Accesses information on major/minors and fulfillment of degree requirements, faculty, course rotations and faculty assignments in order to supply data/reports to faculty and/or chair/director.

• Facilitates assessment and accreditation activities

• Assists department chairs in organizing and coordinating class schedule each semester. Maintains or obtains enrollment statistics for class planning purposes.

• Assists faculty with the timely preparation of course materials (including syllabi, exams and handouts), grant proposals and reports, annual reports, committee materials, course and sabbatical proposals.

• Assists with transportation needs for field trips and special events as requested

Events and Communication: Serves as the primary point of contact on behalf of the units in a friendly and cheerful manner so that interactions positively portray departmental and university programs, personnel and philosophies. Event coordination is approached in a self-motivated style so that tasks are driven by one’s initiative yet in collaboration with faculty.         

• Responds to inquiries and requests from students and parents (both current and prospective), faculty, staff, and the public.

• Maintains unit bulletin boards, display cabinets, directories, email groups, websites, list serves, and social media. Submits information to university and/or external outlets to advertise and promote events

• Assists with scheduling of unit events and provides information to campus community and general public. Assists in the planning, budgeting, advertising, and execution of conferences, workshops, guest lectures, and other events. Oversees related travel arrangements and hospitality.

• Coordinates the collection of and contributes to content for publicity materials including newsletters, posters, brochures, press releases and various social media platforms. Serves as liaison with the University Office of Communications.

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Other Duties:

• Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files, personnel actions, performance evaluations, grade reports, merit, promotion and tenure decisions, and similar confidential materials.

• Other duties as assigned including serving on college-wide or university committees on behalf of the department.

QUALIFICATIONS

Education & Experience: Bachelor’s degree and a minimum of three years of general office experience of a progressively responsible nature, including bookkeeping, record keeping, navigating organizational policies and procedures to ensure compliance with rules and regulations, and providing excellent customer service to those whom the applicant supports. In lieu of a Bachelor’s degree, five years or more of the required experience will be considered.

Computer Skills: Proficient knowledge of Microsoft Office programs, particularly Word and Excel. Familiar with bookkeeping software and/or enterprise-wide information systems. Skills in internet navigation and email and calendaring systems. Willingness and ability to learn new technologies associated with the job. Ability to type accurately at 40 wpm.

Competencies:

• Must be able to work autonomously to fulfill the expectations of the position.

• Proactively seek training and knowledge in order to perform tasks as well as seek ways to improve how work is accomplished.

• The ability to anticipate the expectations and needs of the faculty.

• Strong bookkeeping/budget/financial skills.

• Superior organization skills, extreme attention to detail, quick and at times creative problem solving.

• Strong collaboration skills and an aptitude for managing conflict. Must have a positive and pleasant attitude and establish and maintain harmonious relations with staff, faculty and students.

• The ability to develop a deep understanding of policies and procedures in order to successfully interpret, communicate and navigate them and to ensure compliance with university rules and regulations.

• Must comport oneself with a high degree of responsiveness and respect toward others.

• Ability to work with diverse people and maintain a professional, collegial atmosphere.

• Capable of working in a fast-paced environment and can adapt to changing situations.

• Demonstrated ability to work on routine tasks while juggling special projects and to set priorities and meet deadlines despite frequent interruptions.

• Must have a professional and respectful style for both written and verbal communication.

• Excellent record keeping, proofreading, and writing skills as well as a high degree of accuracy.

• Ability to exercise good judgment and diplomacy and to maintain confidentiality.

• Complete assigned tasks in a timely manner.

Preferred

• Experience in higher education

• Website and social media maintenance

• Budget development

• Event coordination

Typical Work Schedule: Monday through Friday, 8 am to 5 pm

Physical Demands & Working Conditions: Typical office environment, regular sitting and computer use

Salary: $21.99/hour

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing qualifications

• Current resume

Applications will be reviewed on a rolling basis until the position is filled.

​Incomplete applications will not be considered.

BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
 

REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:

Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.