Administrative/Professional Relations Coord

Full job description Job Summary: Coordinate and provide administrative support and execute communications strategies as directed by the Dean and Associate dean. Responsibilities will touch on all aspects of program operation including financial tracking, facility management, coordination of student staff, and communication and promotion of program initiatives. Duties/Responsibilities: This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation. Use appropriate technology and software to assist with program promotion through preparation and/or editing of announcements, news updates, web-based communications, and social-media postings. Maintain or develop software capabilities as required to assist in key tasks as determined by school administration, possibly including tracking and analysis of enrollment data and alumni outreach. Develop and maintain administrative files and reports as requested, including documentation of student information, recruiting efforts, curricular assessment activities, accreditation, finances, facility management, departmental events, etc. Maintain departmental calendar including coordinated reservation system for all HSA facilities. Assist in scheduling meetings, conferences, etc. for HSA, Drury University, and outside groups as necessary. Communicate to custodial staff all special requirements, set ups, etc. Assist in planning department events on and off campus including coordination with other departments, vendors, and caterers. Assist in compilation of invitation lists and RSVPs as required. Attend meetings and events in the school as requested, including taking and distributing meeting minutes when needed. Coordinate travel and accommodation for administrators and guests as requested. Maintain efficient and professional workflow and appearance of the HSA front office. Represent the school in a professional manner to all students and visitors. Respond as necessary in person, by telephone, or by e-mail to questions from Drury faculty and staff, community members, architecture professionals, alumni, and current and prospective students and parents. Supervise, schedule, and train student office staff. Assign, schedule, and prioritize work given by faculty and staff. Track and confirm student-staff timecards. Assist in credit-card reconciliation and reimbursement requests for HSA administration, faculty, and staff. Maintain spreadsheets tracking departmental accounts and budgets. Review and report budget status to the dean. Order and maintain supplies and maintenance on all office machines. Sort and prioritize mail sent to the school administration. Distribute mail sent to school faculty and staff. Perform other duties as assigned. Required Skills/Abilities: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills, and/or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. High school diploma or equivalent and three years proven administrative experience, or an equivalent combination of education and experience is required. Bachelor’s degree preferred. Proficiency in web-based communication and marketing tasks including social media. Proficiency in essential office and organizational skills and ability to handle complex tasks and respond to workload fluctuations. Ability to assume responsibility without direct supervision and to make decisions within the scope of assigned authority. Ability to exercise initiative and judgment, and to use discretion in order to maintain office confidentiality. Proficiency in constituent-service and communication skills (written, verbal, and interpersonal) and ability to communicate with students, faculty, staff, and other community members in an effective, professional, and courteous manner. Proficiency in analytical and mathematical skills as necessary for data gathering and report preparation. Proficiency in use of personal computer and other common office equipment, and ability to view computer screen and use keyboard for extended periods. Proficiency in use of productivity and communications software, including Microsoft Office and Adobe products. Ability to be flexible and to acquire new skills in order to meet the demands of the department. Supervisory Responsibilities: Directly supervises student staff. Carries out supervisory responsibilities in accordance with the university’s policies and applicable laws. Responsibilities include interviewing, hiring, and training staff; planning, assigning, and directing work; appraising performance; rewarding and disciplining staff; addressing complaints and resolving problems. Physical Requirements: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop or kneel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus. The noise level in the work environment is usually quiet. WORKING AT DU HAS ITS BENEFITS: Generous time off including 4+ weeks of paid time off starting your first year Free tuition for your whole family Free tickets to Drury home sporting events Health and wellness benefits at extremely competitive rates Free use of onsite fitness center on Springfield campus Discounted meals and Drury merchandise on campus