What are the responsibilities and job description for the Office Coordinator position at University of Puget Sound?
Appointment: Temporary, part-time position anticipated to end in May, 2025.
Expected Schedule: 9-10 hours a week. Potential for flexibility. (Scheduling possibilities to be discussed during the interview.)
Wednesday: 12/1pm - 6pm
Thursday: 8am - 11am/12pm
Position Summary: Performs a broad range of program support, office operations, supervisory and budgetary responsibilities requiring in depth knowledge of departmental and university programs and procedures.
Essential Job Functions And Responsibilities
The anticipated range for this position is $19.50 - $21.00. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
This position is non-exempt from the provisions of the Fair Labor Standards Act.
This position is not eligible for benefits; however, employees may make elective deferrals into a retirement plan.
Please note
Application Deadline
Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Required Documents
All offers of employment are contingent on successful completion of all required background checks.
University Diversity Statement
The University of Puget Sound is an equal opportunity employer.
Expected Schedule: 9-10 hours a week. Potential for flexibility. (Scheduling possibilities to be discussed during the interview.)
Wednesday: 12/1pm - 6pm
Thursday: 8am - 11am/12pm
Position Summary: Performs a broad range of program support, office operations, supervisory and budgetary responsibilities requiring in depth knowledge of departmental and university programs and procedures.
Essential Job Functions And Responsibilities
- Provides direct customer-focused service to a variety of communities (prospective or current students, mentors, alumni, faculty and staff, K-12 schools and districts, peer programs, state and national organizations, and general public) through in-person or phone interactions and written communications, including shared announcements with current cohorts and alumni for professional development opportunities (i.e.- virtual conferences and community panels).
- Manages electronic documentation. Including candidate works, scores and other assessment requirements (SOE Assessment System) to comply with accreditation standards set by the governing bodies of the Washington state (OSPI and PESB). Maintains departmental data including syllabi, adjunct faculty files, mentor information and payment requests, program alumni contact information, candidate placement records and other information as needed.
- Manages mentor honoraria. Requests and maintains records from mentors in the field to assure support, training and compensation are made in compliance with WACs, the IRS and the Office of Finance.
- Supports Director of Field Placement and Field Supervisors. Updates handbooks; coordinates printing and distribution of handbooks and other information to mentors and candidates. Coordinates with Certification Officer to ensure compliance with WACs for field-related guest speakers schedules and contracts.
- Manages program contracts. Communicates with local school district placement offices and agencies to maintain current contracts for placements. Ensures that contracts fulfill district, university and state requirements. Maintains electronic and original (paper) copies of contracts. Creates guest contracts within university policy working closely with the Office of the Associate Deans and the Office of Finance.
- Coordinates logistics for department sponsored events ranging from local information nights to international conferences. Including creation and management of finance, registrations, accommodations, schedules, publications and volunteer supervision.
- Administers and coordinates faculty evaluations at the end of each semester and summer session, prepares and maintains evaluation files for the department according to university policies.
- Other logistical office support. Supports faculty and staff with travel arrangements for off-campus conferences and maintaining records for registration submissions. Writes & maintains meeting minutes for SOE department & PEAB meetings. Provides communication and scheduling support for the School of Education Dean. Oversees School of Education Social Media (SOE Blog and Instagram).
- Interviews, trains and supervises student staff members on methods, procedures and large projects that support the department faculty and records management tasks. Supervises student staff members throughout the academic year, including through the summer session.
- Supervises student or temporary staff in providing service to a variety of communities. Facilitates work study management of department social media.
- Coaches, counsels, disciplines, plans, monitors and appraises job results.
- Sets work schedules, approves timesheets, and creates recognitions and incentives for student staff; working closely with Career and Employment Services.
- Administers departmental operating budget, project budgets, travel and event budgets.
- Maintains budget records, schedules expenditures, coordinates purchases and monitors requests for disbursements; promoting effective management of available resources.
- Provides reconciliation support for departmental purchase cards system.
- Assists in the preparation of the annual budget request process, analyzes variances and initiates corrective actions.
- Creates reports upon request and as scheduled for presentation to Dean for approval.
- Maintains and reconciles the budget accounts for PEAB (Professional Educator Advisory Board) and reports to PESB (Professional Educator Standards Board) annually.
- Oversees public areas of the department to promote an environment of professionalism, confidentiality and safety; while maintaining areas for candidate support and learning.
- Prepares office spaces for new department faculty and rotating adjunct faculty.
- Provides management of general office supplies and maintenance of office equipment.
- Manages logistics of meetings for department and individual faculty, ranging from small meetings of committees to gatherings with students or campus visitors. Manages the department conference room online and printed scheduling for faculty and other campus community members.
- Serves as department liaison to campus offices and departments, including the Race & Pedagogy Institute. Uses various on-line systems to submit requests to campus departments for maintenance, classroom and venue accommodations, catering requests and others.
- Provides general clerical support to the department faculty and candidates, and other duties as needed.
- Bachelor's Degree and experience in and knowledge of higher education desirable.
- Strong customer service orientation and outstanding written and oral communication skills, including the ability to communicate clearly and with empathy in sensitive situations.
- Ability to organize, produce, analyze, prioritize and problem-solve within a fast-paced office environment with frequent interruptions and differing deadlines.
- Ability to maintain confidentiality of records and contacts, remain calm in stressful circumstances and work effectively with diverse constituencies.
- Significant experience with Microsoft Office Suite; ability to troubleshoot and familiarity with PC and Mac applications.
- Familiarity with PeopleSoft programs is desirable.
- Numeric aptitude, significant experience and comfort in dealing with money and budgets, knowledge of basic accounting practices preferred.
- Ability to work effectively as part of a team as well as independently and unsupervised. Ability to be self-directed and creative when given task concepts. Ability to delegate tasks and deal effectively with others in both teaching and learning capacities.
- Familiarity with campus department roles and ability to work with various department systems desirable.
- Interest in and dedication to the goals of education are desirable.
- Ability to respectfully work, communicate and provide leadership within a diverse campus community
The anticipated range for this position is $19.50 - $21.00. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
This position is non-exempt from the provisions of the Fair Labor Standards Act.
This position is not eligible for benefits; however, employees may make elective deferrals into a retirement plan.
Please note
- Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
- Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
- Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.
Application Deadline
Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Required Documents
- Resume
- Letter of Interest
All offers of employment are contingent on successful completion of all required background checks.
University Diversity Statement
- We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
- We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
- We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
The University of Puget Sound is an equal opportunity employer.
Salary : $20 - $21
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