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Inclusion and Engagement Senior Program Coordinator

Washington and Lee University
Lexington, VA

Job Details

Job Description:

The Inclusion and Engagement Senior Program Coordinator provides high-level administrative and logistical support for the Diversity, Inclusion and Engagement Office. The Senior Program Coordinator is the Center for Inclusion and Engagement’s primary responsibilities are scheduling, information requests, and space oversight. The Coordinator manages the day-to-day operation of the Center for Inclusion and Engagement (Center) and assists with programming, event planning, and logistical support for student organizations that are under the umbrella of the Center. The Coordinator works as a team member with diverse populations and serves as a developmental and communications link between students, faculty, and staff.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

  • Responsible for the day-to-day management of the Center for Inclusion and Engagement and Office of Inclusion and Engagement operations. Serves as the initial point of contact for the Center and the Office main telephone line and the account. Schedules staff and committee meetings. Provides high level administrative and organizational support.

  • Establishes a welcoming tone for university constituencies who interact with the Center and Office. Fields all incoming walk-in traffic, calls and inquiries for OIE, communicating effectively with students, prospective students, parents, faculty, staff and general public. Uses discretion in assessing the priority and urgency of incoming inquiries and concerns addressed to the Dean. Proactively researches background information to assist the Dean in responding to questions or concerns.

  • Serves as primary coordinator and scheduler for Office and Center functions (programs, workshops, conferences, meetings). Manages room reservations and space assignments for the Center for Inclusion and Engagement. Serves as liaison with University Facilities for the day-to-day operational and maintenance needs for the Center.

  • Manages Food Pantry and Clothes Closet programs. Responsible for donation intake, inventory, purchasing food and scheduling staffing for operating hours. Surveys students about needs and wants for these programs, identifying creative outreach approaches

  • Maintains calendar for Dean and special guests, regularly prioritizing and arranging meetings, conferences and appointments. Uses appropriate scheduling software and discretion effectively to manage a high volume of appointments for the Dean and Office. Arranges necessary travel reservations and itineraries. Manages receipts and business office travel documents as assigned.

  • Supports the Dean with budgetary reporting, reviewing, monitoring and analyzing budget versus actuals reports across budgets. Prepares yearly budget and works with Dean to ensure proper allocation of funds according to departmental priorities. Processes monthly credit card expenses.

  • Plans and coordinates special events such as such as Pre-Orientation, Parents and Family Weekend events, OIE Day, MLK Week. Schedules conferences/programs/presentations and room locations across campus. Arranges food and room set-up working with University Catering and outside vendors and requesting setup with University Facilities.

  • Acts as a liaison and staff resource for student organizations under the OIE umbrella. Provides student groups with planning and logistical guidance, facilitating contract review through General Counsel and processing payments for speakers and events. Coordinates activities and calendars between and promotes collaboration amongst these student organizations.

  • Reviews and analyzes daily work methods to determine progress and to revise current procedures to expedite the smooth flow of work. Implements organizational policies and procedures.

  • Supervises works study students and schedules work-study staff to cover specific programs including: internal departmental trainings, group activity requests, repetitive annual, weekly, or monthly activities.

  • Other duties as assigned.

Work Schedule: 8:30 am - 4:30 pm, Monday - Friday. Occasional night and weekend hours are required.

Minimum Qualifications:

  • High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired.
  • Associate’s or Bachelor’s degree preferred.
  • Strong communication and organizational skills. Ability to work independently, problem solve and think creatively.
  • Talent for successful event planning and ability to multitask.
  • Interest in mentoring students and working on their experiential opportunities. Must have proven ability for data collection and analysis.
  • Must be proficient in technology including Microsoft Office Suite, especially Word, Excel, and Outlook. Experience with Dropbox or Box is preferred.
  • Must be able to learn new computer skills and software as needed. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills.
  • Must be a self-starter and have the ability to exercise good judgment in a variety of situations, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students.
  • Demonstrated ability to handle confidential and sensitive information.
  • Should be able to work with frequent interruptions and manage multiple projects, priorities, and deadlines.

Application Instructions:Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$22.59 - Pay Commensurate with Experience


About W&L
Washington and Lee University is a nationally ranked, private liberal arts institution located in
Lexington, Virginia. W&L integrates the rigorous inquiry and critical thinking of a liberal arts
curriculum with nationally accredited undergraduate programs in business and journalism, and
a graduate School of Law. Our academic units are strengthened by meaningful collaborations,
all in the service of the university’s mission.
With an undergraduate enrollment of approximately 1,860, our small size enables students to
find mentors and develop personal relationships across campus. W&L is committed to
institutional citizenship. We regard liberal arts education as an important public good, of value
not only to our students and alumni, but also to the larger communities in which we live.
Our Mission
W&L provides a liberal arts education that develops students’ capacity to think freely, critically,
and humanely and to conduct themselves with honor, integrity, and civility. Graduates will be
prepared for lifelong learning, personal achievement, responsible leadership, service to others,
and engaged citizenship in a global and diverse society.
Our Community
W&L is the ninth-oldest institution of higher education in the U.S. and is located in the scenic
Shenandoah Valley. We are a modern university located on a beautiful and historically
significant campus.
Our most valuable asset is the quality of our vibrant and welcoming community. Our faculty are
devoted teachers and scholars who uphold the highest academic standards and take a personal
interest in the lives of their students. Our staff takes pride in knowing that each individual
makes important contributions to the success of the university. Our alumni are extraordinarily
loyal and generous to their alma mater.
Our commitment to Diversity, Equity, and Inclusion affirms that diverse perspectives and
backgrounds enhance our community. The university is committed to the recruitment,
enrichment, and retention of faculty and staff who embody many experiences, cultures, points
of view, interests, and identities.

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