Administrative Coordinator (Talbot Dean's Office) - Biola University : Job Details

Administrative Coordinator (Talbot Dean's Office)BasicFunction and ResponsibilityThe Administrative Coordinator is responsible to manage andcoordinate the administrative and academic needs of the Talbot Dean's Officeand provides support to the Office Manager/Executive Assistant and to the Deanof Talbot.EssentialDutiesDean's Speaking and Recruiting Engagements

• Manage and coordinate the Dean's external speaking requests, including all correspondence, scheduling, press kits, travel, and event details.
• Manage and coordinate all travel planning for the Dean, including flights, hotels, and ground transportation.
• Manage and reconcile expenses from the Dean's travel and speaking engagements.
• Prepare and manage Concur expense reports and various accounting forms (e.g., check requests, purchase orders, expense reports, journal entries/receipts) for the Dean's Office.
• Manage and coordinate the Dean's and Talbot's social media outlets, including scheduling social media posts, managing comments, and editing content.
• Coordinate recruiting opportunities with Graduate Admissions and the Dean's speaking engagements.

Current Students

• Plan, coordinate, and manage the Talbot Baccalaureate Ceremony.
• Manage commencement details with various departments on campus on behalf of Talbot.
• Administer and coordinate the ATS reports, including ESQ, GSQ and AQ.
• Provide administrative support for Talbot Associated Students and Talbot Wives Fellowship, including processing reimbursements, room reservations, and on campus orders.

Faculty Support

• Manage general oversight of Talbot's adjuncts including processing all hiring paperwork, conducting orientation, maintaining database to track hours to ensure that adjunct faculty are staying within budget allocations, reviewing timecards, and serving as liaison between Talbot faculty and Human Resources.
• Create reports for the Dean, including FTE loads, faculty commitments, low enrollments, and credit hours.
• Manage the collection of IDEA evaluations, PDP reports, and course outlines and repositories.
• Track and compile components of faculty candidate application packets.

Administrative Support

• Serve as front desk receptionist for the Dean's Office, answering telephones, greeting and assisting faculty, staff, students, and walk-in guests, and assisting people as needed.
• Coordinate and track all library acquisition orders, including tracking funds and communicating account balances with department administrators.
• Coordinate the maintenance of the Graduate Student Handbook.
• Manage and maintain Talbot's Dropbox files.
• Open and distribute mail for the Dean's Office.
• Maintain Talbot rosters and Master Calendar.
• Maintain donation records, including foundation and grant tracking, and help coordinate fundraising efforts for Talbot projects.
• Draft and prepare original correspondence to donors, faculty, staff, students, Biola/Talbot alumni, organizations and individuals.
• Provide administrative assistance for projects as assigned by the Office Manager, such as typing correspondence and documents, record keeping, copying and filing.
• Serve as interdepartmental courier for campus deliveries. Provide distribution for various publications and communications generated by the Office of the Dean.
• Learn the position duties of the Talbot receptionist, administrative coordinators and administrative assistants in order to provide temporary clerical support for Talbot departments when positions and/or departments are left unsupported due to unexpected circumstances.
• Perform other duties as assigned by the Executive Assistant.

Facilities Management

• Manage and coordinate facilities maintenance and repairs, office equipment and furniture purchases, and key orders.
• Create door lock/unlock schedules and access lists for Talbot buildings.
• Manage facilities maintenance, office equipment and furniture purchases, and key orders.
• Liaison with the University Key Administrator to track and maintain assigned keys for Talbot.
• Liaison with IT, Facilities Services and Purchasing departments for classroom equipment, office furniture and equipment, surplus items, and work orders.
• Track and report security issues.
• Coordinate office placement assignments and scheduling for full-time and adjunct faculty.
• Manage furniture and facilities purchases, repairs, and maintenance requests.
• Maintain and order office supplies for Dean's office and Myers Hall staff.
• Maintain office shredder-emptying paper bin, adding to oil shredder as needed, and ordering supplies.
• Organize and maintain Talbot storage closets and archives.
• Manage room reservation requests for the Myers Hall Lounge and the Talbot East Lounges.
• Conduct informal walk-throughs of various areas in Talbot buildings to check for building maintenance needs or issues.

SupervisionReceivedReports to the Office Manager andExecutive Assistant to the DeanQualificationsGeneral:

• Understanding of and commitment to the mission of Talbot School of Theology.
• Warm, interpersonal skills, cordial, professional demeanor.
• Ability to work with many different people and handle a variety of tasks, all with a good sense of humor.
• Dependability, integrity and ability to receive and implement suggestions from supervisors.
• Willing to be flexible and sustain a learning posture.
• Strong, stable, mature Christian faith.
• Maintain a lifestyle consistent with sound Christian principles and standards of conduct promulgated by the institution.

Education:

• High School diploma required, B.A. and/or some academic background preferred.
• 2-4 years full-time clerical/office experience.

Skills:

• Self-initiating person who is organized and able to work independently with minimal supervision.
• Able to coordinate, prioritize and delegate as appropriate while handling multiple tasks and meeting deadlines.
• Excellent oral and written communication, grammar and spelling skills, and telephone manners.
• Excellent interpersonal skills and works well with a team.
• Ability to work with a diverse constituency and promote an effective work environment.
• Strong problem solving capabilities and innovation, as well as knowledge of office and administrative practices and principles.
• Type a minimum of 50-65 words per minute with accuracy.
• High level of computer skills with working knowledge of Mac and PC computers, Microsoft Office, Google Applications and Adobe Pro.
• Ability to use office equipment, copier, fax machine and multi-extension telephone.
• Willing and able to serve as interdepartmental courier, making frequent deliveries and pickups and performing other jobs that require substantial walking around the campus and climbing stairs.Able to lift heavy boxes and packages while sorting and delivering the mail.

Hiring Range: $23.15 - 24.00 per hourHours Per Week: 40Months Per Year: 12