Department Coordinator

Job description

Posting Details

Position Information

Job TitleDepartment CoordinatorDepartmentCenter for Civic LeadershipFull Time/Part TimeFull-TimeRequisition NumberS20149Open Date09/16/2019Close Date10/14/2019Salary Information

$15.82 to $20.53 per hour

Work Schedule

Monday through Friday, 8:30 a.m. to 5 p.m. with occasional nights and weekends.

Benefits EligibleYesEligible for OvertimeYesPosition Summary

The Center for Civic Leadership (CCL) is seeking a self-directed, customer-service oriented department coordinator to provide advanced administrative support to CCL staff and to assist the associate dean of students in the management of the office. This position manages the budget, plans and coordinates departmental events, supervises student workers, and supports a collaborative work environment. The CCL works closely with faculty and community partners to provide undergraduate educational programs focused on civic engagement and leadership development. Ideal candidates thrive in a fast-paced environment, enjoy working with students, and possess excellent organizational skills.

Education RequiredHS Diploma or equivalentMajor/DisciplineSubstitution for Education Requirement

Experience may not be substituted for the education requirement.

Education PreferredExperience Required3 yearsType of Experience

Related administrative experience in an office environment.

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

- More than three years of administrative experience in an office environment
- Experience in college or university administration
- Experience with Banner
- Experience with accounting and budget management
- Experience with community outreach programs
- Event planning experience
- Interest in civic leadership development and community partnerships

License/Certification RequiredLicense/Certification PreferredSkills Required

- Proficient computer skills and demonstrated experience with office software and email applications
- Demonstrated success in follow-through and completing routine tasks
- Advanced organizational skills and attention to detail
- Advanced verbal and written communication skills
- Excellent customer service and interpersonal skills
- Ability to prioritize and multi-task

Skills Preferred

- Excellent writing skills
- Mastery of MS word, Excel, email, and electronic calendar programs

Internal / External Contacts

The incumbent has daily contact with Rice visitors, faculty, staff, and students in person and over the phone.

Physical Demands

- Ability to work in front of a computer for up to eight hours each day
- Occasional lifting of items 25 lbs. or less

Working Conditions

Monday through Friday 8:30 a.m. to 5 p.m. with occasional evenings.

Security SensitiveYes Special Instructions to ApplicantsQuick Link for Postinghttp://jobs.rice.edu/postings/21298 Job Duties

Job Duty NameEssential FunctionsDescription of Job Duty

Coordinates two or more administrative and / or business functions including, but not limited to: budget / finance, human resources, facilities management, communication and / or outreach. Typical duties include the following:
- Generates routine communications; coordinates production (formatting, copying, etc.) and distribution of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
- Plans and schedules calendar(s), resolves calendaring conflicts, and arranges travel
- Processes and monitors financial transactions, including resolution of discrepancies
- Schedules, organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
- Maintains office supplies and equipment; obtains vendor quotes, as needed
- Coordinates office moves
- Serves as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); reports any incidents or potential safety problems to appropriate representatives
- Maintains and updates approved web content
- Performs human resources transactional support, e.g. time cards, I-9’s, and / or faculty affairs support
- Performs other duties as assigned

Job Duties

Job Duty NameJob Specific FunctionsDescription of Job Duty

- Coordinates all CCL front desk activities, greets all visitors, and addresses initial student/visitor questions and concerns
- Manages CCL budgets, tracking and reconciling all purchases, providing monthly budget reports, and developing annual projections
- Provides database and spreadsheet support for departmental data
- Monitors and responds to e-mails on the departmental e-mail account
- Provides financial reconciliation, purchasing, reimbursement, travel arrangement, and payroll support for all CCL programs
- Provides administrative and financial support for CCL grant administration
- Files and maintains sensitive and/or confidential documents
- Supervises student workers

Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
    Supplemental Questions

    Required fields are indicated with an asterisk (*).

    1. * Do you have a high school diploma or equivalent?
      • Yes
      • No
    2. * Do you have three years of related administrative experience in an office environment, or additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement?
      • Yes
      • No
    3. * Please briefly describe your professional experience with budget management.

      (Open Ended Question)

    4. * Please describe your proficiency level with MS Excel, as well as examples of what you've used this application on as it relates to your current or previous work experience.

      (Open Ended Question)

    5. * What is your minimum salary requirement?

      (Open Ended Question)

     

     

     

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    Job No:
    Posted: 10/12/2019
    Application Due: 10/14/2019
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