What are the responsibilities and job description for the Graduate School Administrative Coordinator position at Lewis & Clark?
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Working at Lewis & Clark College
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benefits package
that includes options for health, dental, vision, tuition, life insurance, retirement and more.
Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.
Lewis & Clark College Support Staff Association
This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.
The current LCCSSA Bargaining Agreement can be found here:
https://www.lclark.edu/unions/lccssa
/- Applicants are encouraged to apply by May 4, 2025
PRIMARY PURPOSE
The Administrative Coordinator within the Graduate Finance and Operations Department reports directly to the Director of Finance and Operations. This role is primarily responsible for providing administrative support to the Graduate School of Education and Counseling (GSEC), processing financial transactions, maintaining databases and reports, and ensuring effective operational support across the graduate school. The ideal candidate will possess strong organizational skills, proficiency with accounting platforms, and the ability to coordinate complex tasks across various teams. To be successful in this position, the individual must excel at multitasking, maintaining attention to detail, and providing excellent customer service while managing a variety of administrative duties and operational needs.
This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.
ESSENTIAL DUTIES
Financial Support and Reporting
- Process accounts payable transactions using the College’s travel and expense platform.
- Track and reconcile expenditures, L&C purchasing card transactions, and facilitate deposits.
- Reconcile and validate expenses on monthly ledgers; process journal entry requests.
Operational Support and Project Coordination
- Coordinate daily operational needs throughout the graduate campus and place service orders with Facilities, IT, and food service vendor.
- Coordinate and manage operational projects, including office renovations, classroom and building maintenance, and equipment needs.
- Monitor project progress, ensuring deadlines are met, and communicate project updates to relevant stakeholders.
- Support ADA furniture and facilities needs in collaboration with the Office of Student Accessibility and Facilities.
Media Services and Equipment Management
- Coordinate the GSEC Media Services check-out process for equipment such as laptops, video cameras, microphones, and assessment kits using the IT inventory system (SiSo).
- Collaborate with academic departments to ensure equipment availability for students and faculty.
- Update and maintain computer equipment inventory in coordination with IT staff.
General Administrative and Office Support
- Support procurement activities, including office supplies and services, in coordination with the Director.
- Supervise student work-study employee, providing guidance and support during fall and spring semesters (approximately 5 hours per week).
- Assist with GSEC events, including the annual commencement ceremony, and other special events as assigned.
- Maintain electronic files and assist with communications, including monitoring email accounts and drafting general correspondence.
Other Duties as Assigned
KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS
- Proficient in financial and accounting processes, including invoice processing, tracking expenditures, and reconciling accounts using the College’s travel and expense platform.
- Demonstrates excellent organizational skills by managing multiple tasks and priorities effectively to ensure timely completion of operational projects with a high degree of accuracy.
- Communicates clearly and effectively with a diverse population of students, faculty, staff, and external partners, both verbally and in writing.
- Maintains superior attention to detail when processing financial transactions, managing databases, and coordinating operational needs, ensuring all tasks are completed accurately.
- Proficient in Microsoft Office Suite and Google Suite, with strong skills in Excel, Word, PowerPoint, and Google Sheets for data entry, reporting, and communication.
- Demonstrates superior project management skills by leading and tracking the progress of special projects, ensuring all milestones and deadlines are met.
- Actively contributes to promoting inclusion and diversity by creating a welcoming and equitable environment for students, faculty, and staff.
- Provides excellent customer service by responding promptly to inquiries, addressing concerns, and assisting with operational needs.
REQUIRED EDUCATION / EXPERIENCE
- High school diploma or equivalent.
- 3 years of related experience in an administrative support role.
PREFERRED EDUCATION / EXPERIENCE
- Bachelor’s degree.
- 1 year of related professional experience in a college administrative office.
JOB CLASSIFICATION
- Job Group Title: Administrative Assistant III
- Working Title: Administrative Coordinator
- Salary Grade: Grade 14
- FLSA Status: Non-Exempt
- Department: Finance and Operations – Graduate School
- Reports To: Director of Graduate Finance & Operations
- Part-Time: 0.8 FTE (30 hours/week)
- Schedule: Part-time, Monday through Thursday, 30-hour work week
PHYSICAL REQUIREMENTS
- General office environment
- Prolonged periods of sitting at a desk and working on a computer
- Ability to communicate effectively via phone, email, online meetings, and in person
- Must be able to lift up to 15 pounds occasionally
- Occasional walking and standing required for various office tasks and event support
- Requires the ability to operate office equipment, such as a computer, copier, and phone system
Directions for Cover Letter
Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus.
Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators
(
https://www.lclark.edu/about/title_ix_compliance
).
Reasonable Accommodation
Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.
Background Check
Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.
Eligibility to Work
In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.
