Administrative Coordinator, AGSM
Posting Number: R0006744
Location: Salem CampusPortland Campus
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.
ADMINISTRATIVE COORDINATOR
This individual broadly supports the Atkinson School and uses business acumen to make decisions on its behalf, with an emphasis on accreditation and managing budgets. They also act as liaison to areas across campus, such as Accounting, Enrollment, Career Initiatives, Provost’s Office, University Communications, and WITS. Requires ability to work independently and prioritize workload to meet varying schedules.
Duties and Responsibilities
Accreditation and Rankings
Supports AACSB and NASPAA re-accreditation efforts and completion of selected rankings surveys, such as Bloomberg Businessweek, Forbes, and US News & World Report. Responsible for maintaining Atkinson’s web-based accreditation databases and accreditation-related internal records, and ensures accuracy of all accreditation/rankings data. Serves as the School’s liaison for all university-level accreditation matters.
- Maintains documentation that supports compliance with changing accreditation standards
- Collects data in preparation for accreditation reports and rankings surveys for periodic online reporting to accrediting bodies and rankings organizations.
- Coordinates with internal constituents for timely data collection, such as
- Faculty and student data, working with enrollment and institutional research
- Placement and salary data, in collaboration with Career Initiatives
- Works with the Dean(s) in preparing reports for the School’s and University accreditation
- Submits accreditation applications and reports for AACSB and NASPAA into the relevant portals prior to the submission deadlines
- Assists with completion of rankings surveys, and ensures that a critical mass of responses are received for AGSM to be included in the rankings
Budget & Personnel
This position is responsible for ensuring that revenues and expenses are appropriately categorized so that the Dean’s Office has an accurate assessment of financial status in all accounts. Understands university policy, process and procedures 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; manages the School’s year-end closings.
- Coordinates the training and work assignment of student employees; may be the supervisor in some situations.
- Maintains student employee personnel files and payroll records; approves timesheets
Other Administrative Support
- Works smoothly with the rest of the School’s administrative support team and assists staff, faculty and others.
- Requires ability to work independently and prioritize workload to meet varying schedules.
- Helps with facilities, office management, scheduling, and event coordination tasks.
- Assists with transportation needs for field trips and special events as requested
- Communicates in a friendly and cheerful manner so that interactions positively portray school and university programs, personnel and philosophies.
- Helps coordinate the collection of content for publicity materials including newsletters, posters, brochures, press releases and various social media platforms, working with University Office of Communications.
Performs other duties as assigned
- 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, such as serving on college-wide or university committees on behalf of the department
Minimum Qualifications
- Bachelor’s Degree or minimum of four years of executive support experience of progressively responsible nature.
- Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license or certification.
- A demonstrated commitment to student success, as well as working with broadly diverse communities.
- Excellent organizational skills and strong attention to detail.
- Competence in basic computer systems, data entry, and web maintenance.
- Effective communication skills.
- Record keeping, proofreading, and writing skills as well as a high degree of accuracy.
- Ability to interact with diversity of people both in and out of University, and at different levels of the organization.
Preferred Qualifications
- Accreditation experience.
- Proven ability to handle complex and sensitive information with discretion.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced quickly changing environment.
Salary: $21.99/ hour
You will need to upload the following documents as part of your application materials in the “My Experience” section labeled Resume:
- Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
- Current Resume
Applications will be reviewed on a rolling basis as received until the position is filled.
Incomplete applications will not be considered.
Typical work schedule:
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.
Apply online at https://willamette.wd501.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Administrative-Coordinator–AGSM_R0006744
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
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