What are the responsibilities and job description for the Temporary Administrative Coordinator position at The New School?
The Ombuds Office at The New School provides an independent, confidential, neutral and informal resource for faculty, staff and students who have concerns about their academic or work environment.
The office is currently in need of a Temporary Administrative Coordinator that will provide high-level administrative and operational support to the Office of the University Ombuds. This position will report directly to the University Ombuds and serve as coordinator for the Ombuds and will manage communication for the office’s general inbox of email outreach from faculty, staff, and students and external partners, provide customer service for all guests and visitors and manage the upkeep of supplies, materials, and presentation of office/meeting spaces. The position is also expected to assist with event planning initiatives and coordinate the Ombud’s calendar of appointments and scheduling details.
The selected candidate will need to hold an in-depth understanding of University Ombuds policies, procedures, and regulations, and work with a high degree of confidentiality and discretion. The candidate will also need to possess a high-level of customer service, interpersonal, and organizational skills, and have the ability to work independently on daily tasks and projects.
The New School is strongly committed to diversity and inclusion in the workplace and particularly seeks applications from members of underrepresented groups, as well as candidates who share this commitment.
Responsibilities:
-
Manage Ombuds email inbox and internal communication
- Provide timely and thoughtful responses to inquiries, offering expert guidance and direction as appropriate.
- Oversee the Ombuds email inbox, ensuring that matters requiring investigation are promptly identified and escalated to the University Ombuds.
- Monitor ongoing communication, track the progress of outstanding inquiries, and prepare detailed reports as necessary.
- Calendar management
- Coordinate and manage all official Ombuds appointments for students, faculty, and staff with attention to detail and efficiency.
- Organize and manage scheduling for forums, special events, and meetings that fall outside of official Ombuds appointments.
- Review, update, and refine a variety of documents, marketing materials, and website content to ensure accuracy and clarity.
- Organize and coordinate travel arrangements, including site visits and engagements with external stakeholders and partners.
- Oversee service requests related to facilities, IT, campus safety, and external vendors to ensure timely resolutions
- Act as a liaison between the Ombuds office and internal executive teams, fostering strong communication and collaboration.
- Manage procurement processes and support expense reconciliation, maintaining accurate tracking and reporting.
- Assist in planning and executing events, overseeing logistics, venue booking, and coordination with internal and external vendors to ensure seamless execution.
- Undertake various administrative and operational tasks as assigned, contributing to the smooth and efficient functioning of the office.
Work Mode:
- Hybrid/Split – Employees hired for this position have regularly scheduled, consistent percentage of time on campus (ex 1-4x/week) and also work some of the time remotely.
Salary:
$35.00 to $40.00 per hour
Minimum Qualifications:
- Bachelor’s degree is required
- Minimum of two years of experience in an administrative support role required
- High degree of professionalism and customer service skills
- Excellent interpersonal, oral, and written communication skills
- Strong attention to detail
- Ability to handle confidential information with utmost discretion
- Commitment to providing a high level of service and working in a team environment
- Experience with Microsoft Office is required
- Required to work on campus and adhere to and follow university COVID-related policies and testing procedures.
Preferred Qualifications:
- Five years of experience in administrative and operational support
- Experience in higher education setting or working in an executive level setting
- Experience creating and updating websites and/or marketing and promotional content and materials
- Strong project management skills
- Ability to work on multiple projects simultaneously and work independently
- Strong analytical, decision-making, and organizational skills
- Experience with Google suite
Salary : $35 - $40
