Administrative Coordinator - Sch of Humanities, Arts & Sci

Job description

Administrative Coordinator - Sch of Humanities, Arts & Sci

Dominican educates and prepares students to be ethical leaders and socially responsible global citizens who incorporate the Dominican values of study, reflection, community and service into their lives. The University is committed to diversity, sustainability and the integration of the liberal arts, the sciences and professional programs. Dominican University of California is an independent university offering the best of Liberal Arts combined with a rigorous professional education. Founded in 1890, Dominican enjoys an over century-long reputation for excellence in scholarship, research and community outreach. The University offers more than 60 academic programs that reflect the diversity and creativity of both the faculty and the students. With about 1,900 students and a student to faculty ratio of 10:1, Dominican is able to successfully blend the personal attention associated with smaller schools with the academic resources of a larger university.

Resume/CV and cover letter are required and must be attached in attachment section of the application process (Step 2). Refer to the posting instructions for any additional materials that may be required.

Refer to the Dominican Employment Page here for adjunct opportunities and application instructions.

Title: Administrative Coordinator
Department: Division of Art and Communication
Division: School of Liberal Arts and Education
Reports to: Division Chairs
Supervises: N/A
Status: Non-exempt, Full-time

Position Summary
Dominican University of California is seeking an individual for an Administrative Coordinator position. This position is responsible for providing administrative support to academic divisions in the School of Liberal Arts and Education. Primary responsibilities will be to support the Division Chairs of the Division of Art & Communications and the Division of Public Affairs. Manages a wide scope of functions including daily operations of all projects and programs housed within the divisions.

Core tasks include, but are not limited to, assisting students and faculty members (adjunct and full-time); helping manage departmental invoices, purchases, facilities, and budgets; assisting with the development and coordination of class schedules; providing event planning and promotion assistance (scheduling and coordinating meetings, lectures, receptions, workshops, conferences, and special programs); and helping produce and maintain divisional information and reports.


General Administration

  • Manages and coordinates daily operations of the three divisions
  • Maintains and monitors division budgets and budgets for special programs (Art Gallery, Penguin Radio, Cultural Expressions lecture series, etc.)
  • Assists the Chairs with calendaring and with correspondence: drafts email, letters, memos, documents and other communications as requested
  • Responsible for the purchase and maintenance of office equipment and supplies
  • Liaises with Facilities regarding maintenance needs for spaces in San Marco and Angelico Hall; and with Mail Room for printer/copy machines
  • Calculates, generates, and coordinates with Business Office on payment of invoices for program and personnel expenses
  • Helps create and maintains divisional informational materials
  • Serves as a personable frontline customer-service contact for all constituencies calling or visiting the divisions
  • Coordinates events and meetings (secures space, orders food, works with Facilities, creates flyers and other marketing materials, sends out notices and reminders); prepares agenda and documentation; records meeting minutes
  • Hires, trains, directs and supervises student workers and/or temporary staff who support activities for the divisions.
  • Works with Dean's office to coordinate course scheduling
  • Works with Chairs, Associate Dean, and Faculty Equipment Committee on inventory, maintenance, repairs, and budgeting for equipment
  • Works with Chairs on periodic review and update of divisional information, including catalog copy, printed brochures, media communications, and web pages
  • Provides occasional support to LAE Dean's office as requested; communicates and coordinates with Executive Assistant to the Dean on ongoing divisional and School business

Student and faculty services
  • Coordinates orientation and ongoing support of divisions' students; advises students on program policies and procedures
  • Coordinates faculty-student advising in Studio Art, Graphic Design, Art History, Communications, Humanities, Religion, History, International Studies, Political Science, and associated minors
  • Provides orientation and ongoing support for part-time faculty
  • Manages Senior Project and Independent Study paperwork for faculty and students
  • Catalogs student senior projects and coordinates cataloging with the library

Events, Communications, and Promotion
  • Develops content for, updates, and maintains all web pages associated with the three divisions and associated programs
  • Assists in managing Facebook pages and other social media associated with the divisions/majors/minors
  • Provides marketing and communications expertise and assistance in support of courses, programs, performances and special events.
  • Coordinates with University Marketing and PR offices regarding the three divisions' events and other news
  • Maintains mailing lists
  • Secures events spaces; coordinates with Events Planning Office

Special Projects
  • Assists Chairs with special projects and performs other duties as assigned

Required Qualifications
  • Associate degree or equivalent
  • Years of experience plus 2 to 5 years administrative support or office management experience, or equivalent combination of education and experience
  • Acute attention to detail, including accuracy in financial data
  • Strong organizational, problem-solving, and analytical skills; ability to manage priorities and workflow
  • Ethical integrity and ability to maintain confidentiality of personnel, financial, and student information
  • Proficiency in Microsoft Office Suite
  • Experience with database management
  • Strong verbal and written communication skills
  • Initiative and a proactive approach to work
  • Ability to communicate clearly and interact genially and effectively with students, faculty, and staff from a broad range of programs and disciplines, as well as members of the public
  • Ability to work independently, show initiative, and manage timelines in a deadline-driven environment

Preferred Qualifications
  • Experience with editing or creating websites
  • A commitment to the arts and education

Additional Position Information
  • Open Until Filled
  • Must be willing to consent to a background check

Dominican University of California is an independent, international, learner-centered university, offering both undergraduate and graduate programs. Dominican has a
1:10 teacher-to-student ratio, an average class size of 16, with a small-town feeling in a park- like campus. We blend interdisciplinary core courses, real-world studies, and small classes with close and supportive academic advising and mentoring.

Application Procedures
  • Link to apply:
  • A cover letter is required.
  • Compile resume/CV and cover letter in one pdf document and upload in the Resume/CV section.
  • For further questions on the application process, please contact [email protected]

    Dominican University of California is an Equal Opportunity Employer committed to excellence through diversity, and takes pride in its multicultural environment. We are committed in thought, word, and deed to recruiting and retaining a workforce that values the diversity of its student body. The University actively promotes an institutional culture that practices equity and inclusion. We strongly encourage applications from members of all under-represented groups in higher education.

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    Job No:
    Posted: 7/29/2019
    Application Due: 9/27/2019
    Work Type: