POSITION SUMMARY: The Senior Administrative Coordinator provides administrative support to the School of Education: California Teaching Credentials (including ITEP), Master's in Education, Teacher Advancement Program, Liberal Studies Department, Early Childhood Education Department. This position supports the School of Education Dean, Assistant Director, Credential Analyst/Student Teaching Coordinator, Teacher Advancement Program Coordinator, Liberal Studies Chair and Student Success Coordinator, Early Childhood Education Chair, and the School of Education Faculty to service the needs of students in all Teaching Credential programs, Master's in Education programs, and Undergraduate programs. Reports to the Dean of the School of Education.
ESSENTIAL FUNCTIONS:
• Maintain a welcoming front lobby reception environment in the School of Education offices
• Act as first-point-of-contact for people entering the offices by answering general questions and connecting visitors with the appropriate Program personnel
• Support daily office operations and maintain School of Education meeting and events calendars
• Act as liaison with other VU departments, such as, Accounting, Events, Food Services, Graduate & Professional Education, Human Resources, Payroll, Maintenance, Information Technology, Library, Bookstore, Mail Room/Copy Center
• Prepare and track purchase requisitions, purchase orders, stipend requests, and other payments for annual subscriptions and memberships
• Monitor School of Education budgets and assist with annual budget reporting and allocations
• Support the admissions process by creating new student files and setting up prospective student interviews
• Maintain both digital and hard copy filing systems
• Enter updated student information into digital database system
• Maintain adequate office equipment, supplies, and materials
• Create, maintain, and update supporting documents and forms, such as, student contact lists, calendars, schedules, income and expense records, budget reports
• Prepare and distribute timely messages to students/candidates and alumni
• Provide proofreading and editing of business correspondence, PowerPoint presentations, program reports, and other non-instructional documents
• Contribute to the planning and execution of marketing and recruiting tools and activities
• Provide annual proofreading and updating of the University Catalog
• Assist with adjunct faculty hiring process each semester
• Support the Program's external Advisory Council partnerships
• Record minutes at the Program's weekly staff meetings and monthly team meetings
• Maintain and update the Program Web site as needed
• Maintain Educational Resource Center schedule
• Coordinate meetings and events: reserve space, request catering, arrange room decor, request A/V equipment, set up/tear down, create invitation/RSVP list/sign-in sheet/nametags/agenda
• Attend the VU Provost's Office Administrative Coordinator meetings
• Identify risks to the organization and discuss risk reduction options with immediate supervisor
• Other duties as assigned
MINIMUM QUALIFICATIONS:
• Bachelor's degree
• Three to five years of increasing administrative support responsibility
• Excellent writing, editing, proofreading, and organization skills
PREFERRED QUALIFICATIONS:
• Capacity to manage multiple tasks
• Proficient in Microsoft Office suite of applications
• Exceptional office management, organizational, and communication skills
• Excellent interpersonal skills and professional demeanor with internal and external publics
• Ability to work independently and prioritize diverse and specialized details and tasks
• Ability to handle complaints and assist in conflict management
• Absolute preservation of confidential records, financial data, and agreed upon conversations
• Ability to be flexible to changing conditions, needs, and job responsibilities
• Knowledge and acceptance of principles and philosophies of Vanguard University
SALARY: Full-time position, $26.49 to $30.00 (Hourly). Salary is commensurate with education and experience, and a generous benefits package is available.
