Office Coordinator, Dean's Office - School of Art and Design - Repost - Fashion Institute of Technology - Fashion Institute of Technology : Job Details

Job Description:

Reporting to the Assistant to the Dean of the School of Art and Design, the Office Coordinator provides a wide range of administrative support to the Dean, Acting Associate Dean, and staff within the Dean's office. Responsible for reviewing and processing documents submitted by departmental staff in the School of Art & Design and ensuring that procedures and processes are followed. The Office Coordinator works both independently and collaboratively to assist faculty, staff, and students, schedules meetings and assists in coordinating school events. Participates in setting a culture of collegiality, student-centeredness, and a cohesive school community. Provides direction and guidance to administrative support staff in academic departments across A & D, and partners with offices across the College to assist in obtaining and processing information.

Responsibilities & Essential Functions:

* Assess student issues and make referrals to appropriate areas or personnel.

* Access student information in Banner and Argos to be utilized by the Dean and Acting Associate Dean.

* Anticipate the needs of the Dean/Acting Associate Dean in regards to information required to resolve student issues.

* Calendar management, maintain Dean's calendar and schedule meetings

* Monitor multiple email accounts

* Update the A&D listservs to reflect the most accurate student and faculty contact information, and make general announcements via the listservs.

* Troubleshoot and determine the best way to handle issues and resolve numerous problems that arise on a daily basis, some of which are sensitive in nature and confidential concerning faculty and student issues.

* Coordinate conference room usage

* Reserve meeting rooms using 25Live, or other software, including reserving any technology or amenities that may be needed.

* Review T&P documents for accuracy and, if corrections are needed, return documents to T&P chairs/departments for corrections. Once approved by Dean Richards, forward to Faculty Services for processing. T&P documents include: Reappointments, CCE, Tenure, Promotion, and Hire above first Step.

* Review and process faculty forms, including inactive faculty, faculty exceeding teaching limitations, and faculty absence reports.

* Create and update Smartsheet documents, including semi-annual updates of departmental dashboards and troubleshoot any issues identified by department staff.

* Maintain current A&D contact list

* Maintain T&P committee information

* Review Master and Audit schedules for accuracy and forward approved schedules to the Registrar's Office.

* Attend A&D School Meetings, reserve location, send notices of meetings, prepare and distribute agendas, arrange guests speakers, transcribe and distribute approved minutes.

* Utilize FINET to process purchases, including the payment of invoices and expense reports. Ensure end-of-year payments are made and outstanding invoices/purchase orders are processed or canceled.

* Collect and review faculty and department faculty extra hours submissions for accuracy, and process for the Dean's approval before forwarding to Payroll for payment.

* Maintain inventory of office supplies, anticipate needs and initiate orders

* Process memorandums of understanding for approval, and notify departments when approved by Academic Affairs.

* Process overtime authorizations for approval, and notify departments when approved by Academic Affairs.

The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.

Requirements:

Minimum Qualifications:

* Bachelor's Degree required.

* Minimum of three years of office administration or administrative support; five or more years of experience preferred.

* Experience organizing and implementing office procedures and systems.

Preferred Qualifications:

* Knowledge of Finance Enterprise, Argos, and Banner.

Knowledge, Skills, & Abilities:

* Excellent verbal and written communication skills.

* Strong computer skills, including the use of Google Suite, Microsoft Office Suite, and Smartsheet.

* Conscientious, self-motivated, resourceful, flexible, and punctual.

* Ability to problem solve, work independently, and excel in a high-performance, team-oriented culture.

* Must possess a high degree of diplomacy and confidentiality.

* Must possess and demonstrate excellent customer service skills and the ability to work with a diverse constituency.

* Ability to communicate effectively, remain organized, and precisely follow instructions under pressure.

Additional Information:

Please note all offers of employment are contingent upon successful completion of the background check process.

Salary

Salary: $66,313 - $71,066 per year

The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment. Hiring Salary: $66,313 per year with step increments per Salary Schedule 92, after one year of service and annually thereafter.

Work Schedule

Days/Hours: M-F, 9am-5pm, in person; work schedule subject to change based on needs of the department.

Benefits

The Fashion Institute of Technology (FIT) provides comprehensive employee benefit programs designed to help keep our faculty and staff and their families healthy, safe, happy, and productive. Our programs also include a variety of components to help our employees improve the quality and balance of their work and family lives, and to help them prepare for their futures.

* Retirement Plans

* Health Care Plan and Dental Plan

* Employee Assistance Program

* Flexible Spending Account

* Commuter Benefit Plan

* FIT Tuition Exemption Program

* Paid Time Off (Vacation, Personal, Sick and Holidays)

* 4-day Summer Workweek

* Qualifying Employer for the Public Service Loan Forgiveness (PSLF) Program

For a full list of FIT benefits, visit our benefits webpage.

Pay Equity by State Employers

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) ###-#### or via email at [email protected].

Visa Sponsorship

This position is not eligible for visa sponsorship by the Fashion Institute of Technology.

Equal Employment Opportunity (EEO) Statement

FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals. Applications from minorities, women, veterans, and persons with disabilities are encouraged. Inquiries regarding FIT's non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212 ###.####, [email protected].

Physical Requirements and Work Environment

This position will be required to constantly read and comprehend, frequently perform calculations, frequently verbally communicate, constantly analyze, and constantly write. The working conditions for this position will be on campus primarily in an office environment. The physical requirement for this position will require frequent sitting, constant standing, occasional bending, frequent walking, and occasional lifting 20 lbs. or less.

Application Instructions:

In order to considered for this position, please submit the following documents online:

* Resume

* Cover letter

* Unofficial transcript

* A list of three references with telephone numbers and email addresses

Returning Applicants - Login to your FITNYC Careers Account to check your submitted application material.

Please note that due to the anticipated volume of applications, we are unable to contact each applicant about his or her application status.

For more information about us, please visit FIT's website at: