Administrative Coordinator - Job at University System of New Hampshire in Durham, NH

Administrative Coordinator

Durham, NH

Posted 10 days ago

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Job Description

Position Details

Summary

Operating Title	Administrative Coordinator
Long Classification Title	Administrative Coordinator
Campus Location	Durham
Department	UNH Center for Academic Resources
Summary of Position	Under the general direction of the Directors of the Center for Academic Resources, TRIO SSS, McNair Scholars, the ISS office, and the Connors Writing Center, the Administrative Coordinator will manage the administrative aspects of those offices with a focus on continuous improvement and providing excellent service to students and other program stakeholders. This invaluable staff member engages in fast-paced and long-term planning work that requires organizing, communicating, and coordinating information, including classified information; using independent judgment, problem-solving skills, and initiative to approach non-routine situations; event planning, and applying departmental guidelines. As this position is responsible for supporting related but separate offices, it requires excellent skills in time management, communication, organization, and collaboration.
Acceptable minimum level of education
Acceptable minimum years of experience
Additional Job Information
Posting Number	PS4583FY24
Other minimum qualifications	1. 5-7 years of office experience or two years of specialized training or higher education or any combination of experience and higher education equal to 5 years. 2. Knowledge of office practices, procedures, and use of electronic equipment. 3. Comprehensive computer skills, such as word processing, email, internet, desktop publishing, spreadsheets, file management systems, database management, and current software applications. 4. Excellent time management and organizational skills. 5. Effective written and oral communication skills. 6. Knowledge of bookkeeping and accounting methods, with excellent attention to detail. 7. Ability to establish and maintain effective working relationships with faculty, staff, students, and the general public. 8. Adaptability, organizational and analytical skills and careful attention to detail. 9. High degree of confidentiality, discretion, diplomacy and judgment. Tact and skill in dealing with others. 10. Willingness to learn new skills as required to meet the needs of the offices. 11. Ability to manage multiple projects and deadlines. 12. Supervisory skills, including the ability to instruct and direct workers.
Additional Preferred Qualifications	Associate's or Bachelor's degree. Work experience in college/university environment. Web design or maintenance experience. Office management experience
Salary Information	Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.
Quicklink for Posting
Percent Time Information (FTE)	1.00
Grade	15
EEO Statement	The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Institution Information	The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire's lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here:

Posting Details

Posting Date	04/25/2024
Open Until Filled	Yes
Closing Date
Posting Open to Internal Candidates Only?	No
Interested Internal Candidates Exist?	No
Job Category	Hourly Staff (Non-Exempt)
Appointment Type	Regular
If TERM position provide projected end date
Equipment/Instruments	Computers, scanner/copier, and all other necessary office equipment.
Drivers License and Physical Requirements. Please check all items that apply.	None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility	Database Management and Digital Operations Operate within appropriate university databases-CFAR Student Access, TRIO Student Access, UNH WCOnline, and MyWildcatSuccess among others Assure accurate and timely data entry for appointments, seminars, presentations, events, classes Manage myWildcat Success coordinated care network referrals Assist in pulling of reports for program data including student grade report, EAB class rosters and early alerts, student reports (class data, readmit/transfer, student access), and annual report data Assist with design and lead in maintaining websites, Canvas courses, and SharePoint sites across programs Create and maintain social media and program advertising Manage extensive paper and electronic filing systems, including receipts; create files and records as necessary using judgment and knowledge of office requirements; update files and records. Maintain TRIO Scholars tags in myWildcatSuccess, and run reports as needed from the platform for data and analysis.

Duty/Responsibility

Database Management and Digital Operations

Operate within appropriate university databases-CFAR Student Access, TRIO Student Access, UNH WCOnline, and MyWildcatSuccess among others
Assure accurate and timely data entry for appointments, seminars, presentations, events, classes
Manage myWildcat Success coordinated care network referrals
Assist in pulling of reports for program data including student grade report, EAB class rosters and early alerts, student reports (class data, readmit/transfer, student access), and annual report data
Assist with design and lead in maintaining websites, Canvas courses, and SharePoint sites across programs
Create and maintain social media and program advertising
Manage extensive paper and electronic filing systems, including receipts; create files and records as necessary using judgment and knowledge of office requirements; update files and records.
Maintain TRIO Scholars tags in myWildcatSuccess, and run reports as needed from the platform for data and analysis.

Duty/Responsibility	Communications 1. Act as web manager for one or more programs. Responsible for maintaining and updating content and visual identity for each program. 2. Update social media as requested. 3. Assist in the distribution of program publicity (paper and electronic) to academic departments, libraries, academic advisors, residential life, and other University offices. 4. On own initiative and based on knowledge of departments, compose correspondence about administrative and general office procedures and policies. Anticipate and prepare correspondence to various stakeholder audiences of the offices supported. Prepare other documents as requested, such as agendas, meeting minutes, and proposals for approval and/or distribution. 5. Maintain mailing lists. Update staff lists and contact information. Maintain schedules of staff to coordinate high volume work, out of office coverage, and assure relevant parties are aware. 6. Work with senior staff in creation and management of communications calendars across offices. Assist with producing annual reports and newsletters. Responsible for completeness, accuracy, and format of documents. 7. Create advertising and distribution/communication plans.

Duty/Responsibility

Communications

1. Act as web manager for one or more programs. Responsible for maintaining and updating content and visual identity for each program.
2. Update social media as requested.
3. Assist in the distribution of program publicity (paper and electronic) to academic departments, libraries, academic advisors, residential life, and other University offices.
4. On own initiative and based on knowledge of departments, compose correspondence about administrative and general office procedures and policies. Anticipate and prepare correspondence to various stakeholder audiences of the offices supported. Prepare other documents as requested, such as agendas, meeting minutes, and proposals for approval and/or distribution.
5. Maintain mailing lists. Update staff lists and contact information. Maintain schedules of staff to coordinate high volume work, out of office coverage, and assure relevant parties are aware.
6. Work with senior staff in creation and management of communications calendars across offices. Assist with producing annual reports and newsletters. Responsible for completeness, accuracy, and format of documents.
7. Create advertising and distribution/communication plans.

Duty/Responsibility	Office Management 1. Assist with business functions, including budget management, for the Center for Academic Resources, TRIO Scholars (SSS), McNair Scholars, Connors Writing Center, and the Institute for Student Success Office as needed. Manage documentation of purchases, reimbursements, honoraria, and other expenses. Manage payment of student scholarship awards. 2. Review, organize and prioritize incoming materials. Advise senior staff in order to ensure timely adherence to work cycle flow of office by preparing materials and overseeing task completion. 3. Develop and improve office processes and systems. Prioritize issues according to urgency and follow up on activities to ensure timely follow through and completion. 4. Facilitate operational details of offices; arrange events, travel, meetings, and conferences as requires; may attend and record proceedings. Identify and reserve venues, organize catering and other logistics for events hosted by the offices. 5. Maintain inventory and supplies for the offices. Operate office equipment. 6. Act as first point of contact for in-person visitors, ChatNow, and phone calls. Screen and refer callers; take messages or route calls according to office procedures; provide detailed responses to information requests. 7. Create a welcoming, inclusive, and helpful office environment. 8. Work on other projects as needed by senior staff.

Duty/Responsibility

Office Management

1. Assist with business functions, including budget management, for the Center for Academic Resources, TRIO Scholars (SSS), McNair Scholars, Connors Writing Center, and the Institute for Student Success Office as needed. Manage documentation of purchases, reimbursements, honoraria, and other expenses. Manage payment of student scholarship awards.
2. Review, organize and prioritize incoming materials. Advise senior staff in order to ensure timely adherence to work cycle flow of office by preparing materials and overseeing task completion.
3. Develop and improve office processes and systems. Prioritize issues according to urgency and follow up on activities to ensure timely follow through and completion.
4. Facilitate operational details of offices; arrange events, travel, meetings, and conferences as requires; may attend and record proceedings. Identify and reserve venues, organize catering and other logistics for events hosted by the offices.
5. Maintain inventory and supplies for the offices. Operate office equipment.
6. Act as first point of contact for in-person visitors, ChatNow, and phone calls. Screen and refer callers; take messages or route calls according to office procedures; provide detailed responses to information requests.
7. Create a welcoming, inclusive, and helpful office environment.
8. Work on other projects as needed by senior staff.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

Cover Letter
Resume/Vita

Optional Documents

Job Summary

Company

University System of New Hampshire

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Required Education

Bachelor's Degree

Required Experience

1 to 5 years