Coordinator for the Office of Academic Affairs Operations

Job Type

Full-time

Description

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

As a member of the Office of Academic Affairs, the Coordinator for the Office of Academic Affairs Operations (‘CAAO’) will provide professional, high-level support to the Associate Dean of Faculty and Academic Operations and perform a broad array of administrative duties in support of the Office of Academic Affairs and the College. The CAAO must have outstanding work ethic and the ability to manage priorities and projects. Dependability, professionalism, and excellent customer service in interacting with senior leaders, faculty, staff, and students are critical in this role. The successful candidate will react with appropriate urgency to situations that require a quick turnaround and will work both independently and collaboratively as appropriate. The person in this position must exercise initiative, judgment, discretion, and confidentiality while assisting members of the Office in its day-to-day operations. The position requires substantive knowledge of the College’s academic processes, policies, and programs. Therefore, the ideal candidate is willing to get significant training in these areas.  This position will be on-campus and does not have a supervisory responsibility. 

Requirements

Essential Functions:

· Provide administrative support for the Associate Dean of Faculty and Academic Operations and the Assistant Dean of Online Programs by performing routine office duties such as preparing correspondence, copying, scanning, proofreading, or shredding as needed.

· Schedule appointments and meetings, responsible for logistics of rooms, refreshments, and reminders.

· Manage the workflow, send communication, manage catalog, and maintain files for all self-designed programs of study.

· Work closely with the Associate Dean of Faculty and Academic Operations to coordinate flow of information and updates on common projects and communicate status, deadlines, and action steps to all office staff.

· Serve as data manager for Academic Affairs by creating, organizing, and granting access to Teams, shared folders, or other appropriate data storage methods.

· Complete special projects as needed.

· Conduct research and complete special projects, such as for articulation agreements, items related to the expansion of on-line programs, draft teach-out agreements, dual enrollment contracts and other items upon request. 

· Maintain inventory of office supplies for Academic Affairs and instructional supplies for faculty, order replacements as needed, manage budget, prepare monthly summary report. Process ad hoc requests for supplies from faculty and Academic Affairs staff.

· Assist with budget management by preparing and distributing budget reports for budget managers, answering questions, providing updates as needed, and conducting training sessions.

· Assist faculty and Academic Affairs staff with travel requests, approvals, and reimbursements including managing appropriate budget lines, tracking the timeline of approvals, and ensuring timely reimbursements.

· Manage the departmental purchase card, reconcile monthly statements, ensure that related purchasing and financial policies and office practices are followed.

· Create and maintain documentation of office procedures and schedule of training and cross training.

· Occasionally assist with entering and managing data in the academic database (Jenzabar) and processing administrative forms, specifically those related to student information such as, major and minor declarations, applications for self-designed programs, etc.

· Work closely with members of the Office of Academic Affairs and provide assistance when needed. 

Other duties as assigned by the Associate Dean of Faculty and Academic Operations. 

Job Requirements:

Education: Bachelor's degree is required. 

Experience:  Minimum of two years of previous administrative office experience preferred, experience in an academic setting is a plus. 

Skills:

Excellent verbal, written, and interpersonal communication skills.

Ability to communicate effectively with a wide constituency, whether in person, over the phone, or electronically.

Sincere dedication to exceptional customer service.

Ability to produce high quality, accurate work in a fast-paced environment.

Ability to multitask, provide attention to detail, and manage projects.

Ability to organize, prioritize, and meet deadlines.

Ability to work as a member of an office team in a professional and friendly manner.

Experience with and ability to handle sensitive and/or confidential information.

Proficiency in Microsoft Word, including ability to edit and format large documents, perform mail merges, and convert to pdf file type.

Proficiency in Microsoft Excel, including ability to enter, sort, filter, and summarize data; import and export to csv file types; appropriately format spreadsheet data as tables, charts, and other report components, integrate Excel data into Word and     PowerPoint documents.

Ability to maintain electronic calendars in Microsoft Outlook.

Knowledge of other Windows-based software and willingness to learn the College’s student information systems and other internal software management platforms.

Benefits:

• Medical, dental, and vision options
• Health Savings Account and/or Flex Spending Account
• Supplemental options: Short-term disability, Hospitalization, Accident, and Critical Illness
• Stand-alone EAP program
• Life, AD&D, and long-term disability
• Retirement 403(b) plan
• Tuition remission or exchange programs
• Sick and Vacation time
• Paid Holidays (15 each year)

Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment. The College is committed to creating a diverse environment and is proud to be an equal opportunity employer. The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

501 Westminster Ave, Washington West, 2nd floor

Fulton, MO 65251

HR@Westminster-mo.edu

573-592-5226