5 weeks ago
Administrative Support Coordinator - Economics, Social Anthropology, & International Political Economy
University of Puget Sound
Tacoma, WA (On-site)Part time$20/hr – $21/hr
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Administrative Support Coordinator - Economics, Social Anthropology, & International Political Economy
Tacoma, WA (On-site)
$20/hr – $21/hrEntry LevelPart time
Posted 5 weeks ago
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Job Summary
Own and manage administrative operations across the department, supporting budget, faculty, meetings, and outreach while coordinating with vendors and students.
- Oversees budget monitoring and procurement support
- Supports chair/dir, faculty, and events
- Manages cross-department administrative needs and communications
Job Description
Responsibilities
- General Office Management: Submit facilities requests, maintain office equipment, order office supplies and paper for printers/copiers, manage the department bulletin board, collect mail from and deliver mail to Mail Services, and manage departmental shared network drives and Google share drives.
- Purchasing: Provide support in purchasing for department needs, such as ordering teaching supplies and lab materials and corresponding with vendors about departmental services and orders.
- Budget Management Support: Monitor budgets (operating, endowment, travel, scholarship and other budgets). Duties include p-card reconciling, PeopleSoft verifications, funds transfers, accounts payable troubleshooting, budget reporting, disbursement and reimbursement requests, and alerting budget manager (usually, department/program chair) to any unexpected changes or unapproved charges to the budget.
- Chair/Director support: Work with department chair to develop agenda and handouts for department/program meetings, take minutes, and support in follow-up/action. Provide administrative support for full-time faculty searches and/or accreditation processes. Assist in Bulletin updates and archive course syllabi. Query data in PeopleSoft to support departmental processes and provide assistance with updates to the annual assessment report. Provide administrative support in creating surveys in Qualtrics or Google Forms.
- Faculty Support: Schedule, conduct, and process student evaluations for faculty teaching. Provide administrative support for the creation of faculty review files and assist in scheduling class visits for evaluation. Assist in procurement of course material including scanning, photocopying, and/or ordering textbook desk copies. Coordinate OCR efforts to support student accessibility. Coordinate logistics for new full- and part-time faculty (e.g., office space, keys, ID card, technology, book orders), as well as for part-time faculty teaching in an interdisciplinary program.
- Department/Program Meetings and Events: Schedule meetings, ascertain availability, and reserve meeting rooms. Arrange supplies, equipment, and catering requests for department/program meetings and events, holiday/retirement, and commencement receptions. When appropriate, request and order banquet permits with the Washington state liquor control board. For visiting speakers, arrange travel and work with the Provosts' Office to arrange contracts and payment. Assist in promotion of department/program events.
- Department/Program Outreach: Manage ongoing updates to department/program websites. Manage and respond to general department/program email. Provide administrative support with matters related to student recruitment and admissions for department/program. Act as a conduit between the chair/director and individuals from on and off campus seeking information about and making requests of the department/program. Support department/program engagement with alumni.
- Administrative needs that cross departments: Communicate and coordinate with faculty and staff to support administrative needs that cross departments, including communicating specific processes and protocols, coordinating to maintain shared bulletin boards and office equipment; collaborating with stakeholders as necessary to coordinate and manage shared programming; and supporting the administrative operations of neighboring departments as needed, such as during vacations and unstaffed time during the summer.
Requirements
- High school diploma or G.E.D., associate or bachelor's degree preferred
- At least one year of related administrative experience or managerial experience that included some administrative work. An equivalent combination of education and experience will be considered.
- Ability to communicate effectively in written and face-to-face communication with diverse audiences
- Ability to multitask, to organize, and complete projects in an efficient manner
- Ability to work with a minimum of direct supervision
- Ability to handle confidential materials
- Proficiency with Microsoft Office Suite and Google Suite programs
- Regular and predictable attendance
- Ability to become proficient with new software and databases
Preferred
- familiarity with PeopleSoft Financial, Campus, and Human Resources software and Drupal Content Management System (desirable)
- ability to use/operate a personal, rented, or university vehicle to conduct university business (desirable)
- ability occasionally to lift up to 30 pounds (desirable)
Benefits
- Medical, dental, and vision
- Life insurance and long-term disability
- Employee Assistance Program
- Retirement plan options and 403(b) contributions
- Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
- Education benefits, such as full tuition for eligible employees and their families
- Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)
University of Puget Sound
We believe that a Puget Sound education isn't something you get, it's something you do. Our alumni continue to learn, to give, to engage, and to change the world. As individuals and as a community that spans generations, we have enormous impact. We pioneer, we influence, we take risks. We give back to each other, to Northwest, and the world. Our journey at Puget Sound continues long past graduation, and connects us in meaningful ways to both past and future generations.
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