Administrative and Building Coordinator

Employer
Southern Methodist University
Location
Dallas, TX

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Administrative Jobs
Academic Affairs, International Programs
Employment Type
Full Time
Institution Type
Four-Year Institution
Description
Hourly Range: 

$21.13 per hour

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and 80 countries to take advantage of the University’s small classes, hands-on research opportunities, leadership development, community service, international study and innovative programs. The University offers a strong foundation in the humanities and sciences and undergraduate, graduate and professional degree programs through eight schools.

Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. The University’s entrepreneurial spirit lives in people from every academic discipline who see opportunities to create something new in the world – and work hard to bring their innovations to life. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for our students, faculty and alumni to make a global impact. On the most beautiful college campus in the country, SMU Mustangs are energized by unbridled opportunities – from teaching, learning and research to creativity, performance and athletic endeavor.

About the Position:

This role is an on-campus, in-person position.

The administrative coordinator will provide administrative support to the executive directors of the Division of Enrollment Services. This person will oversee the reception area and support each executive director with executive tasks such as managing calendars, coordinating events, conferences, and daily receptionist type duties. This person will also support the office manager with functions related to the Blanton building. These responsibilities include overseeing the use of the rooms in Blanton, help prepare rooms at the requests of the tenants and work with facilities to coordinate requests regarding the maintenance of the building.

Essential Functions:

    Manage calendars, appointments, correspondence, conference registrations, on-campus transportation, and scheduling for each of the executive directors through Microsoft Office suite.
      Oversee the reception area by answering the phone and helping with visitors.Take messages for Executive Directors as requested and engage with visitors.Ensure the suite is cleaned and ready for visitors. 
     Update primary calendar of activities within DES offices. Assist the office manager with daily building requests including daily checks to ensure is ready for visitors. 

    Submit orders to facilities and others to ensure the building is clean, safe and in compliance with other university protocols.

    Order supplies specific to the operation of the building from vendors as needed.  

    Order supplies for building constituents.

    Update DES listserve and distribution lists.  

    Assist the office manager with DES newsletter. 

    Coordinate with the office manager regarding the building holiday party. 

      Prepare the building for the holidays including decorating the building before the festivities and after the events.

      Manage the inventory of all other supply including water, coffee and other goods requested by the executive directors. 

      Ensure golf carts are cleaned and ready for daily use. 

    Provide Notary service. 

    Create checklists for entering and exiting employees.

    Assist the office manager with DES all meetings. 

    Assist external groups who are approved to use the meeting rooms by coordinating room usage, and accommodating any special needs or requests as appropriate.

    Support the office manager with ensuring that A/V equipment is properly working and contact appropriate parties if maintenance or repair is needed.  

    Support the office manager in inspecting and maintaining all aspects of the meeting room appearance (lighting, walls, carpet, etc.) to ensure that the rooms are kept in compliance with protocols.

    Ensure golf carts are used for appropriate business purposes and that drivers are properly trained and vetted to operate the carts.  

    Secure the carts in approved parking locations and ensure that they are charged and fully functional. Comply with SMU standards for cart use, inspection, and identification.

    Support the office manager with ensuring the use and maintenance of the electric carts that are under the auspices of DES.  

    Support the Registrar's Office regarding University Ceremonies - assisting with Convocation and Commencement events, when needed.  



Qualifications
Education and Experience:

High School diploma or equivalent is required. Bachelor’s degree is preferred.

A minimum of two (2) years of experience is required. 

Knowledge, Skills and Abilities:

Candidate with writing, editing and proofreading experience is required. Candidate must be or be willing to become a Texas notary. Candidate must demonstrate ability to work independently and take initiative. Candidate with proficiency in MS Office,  Adobe, sharepoint and Box is desired. PeopleSoft and CRM programs experience such as slate is a plus. 

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills.

Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills.  

Physical and Environmental Demands:

    Sit for long periods of timeReach above shoulders
Deadline to Apply:

Open until filled. 

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601, [email protected].

Benefits:

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.



Primary Location: USA-TX-Dallas
Job: Office and Administrative Support
Organization: Division of Enrollment Services
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Type: Staff
Job Level: Entry Level
Travel: No
Job Posting: Jan 30, 2023, 3:30:24 PM

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