Administrative Coordinator Senior, The Christ College of Nursing & Health Sciences

Job Description

The Administrative Coordinator Senior provides office management and administrative support to Academic Leadership of the College by setting priorities; managing testing calendars; making travel, meeting, and event arrangements; preparing reports; and assisting with maintaining budget information. The Administrative Coordinator Senior coordinates and handles documentation of a confidential and sensitive nature and maintains smooth flow of work through the office. The Administrative Coordinator Senior exercises independent judgment and personal initiative in matters of importance. They appropriately handle internal and external electronic and hard copy correspondence. The tasks they complete require judgment and discretion at all times.

Responsibilities

Provides multi-level support to Academic Leadership of College:

• Manages internal/external communication and coordination demonstrating discretion in handling sensitive data.
• Manages master calendar. Schedules appointments, meetings, and other activities as necessary.
• Assures that all messages/communications are delivered or routed to appropriate individuals in a timely manner with attention to customer service.
• Preparation of contracts with institutional vendors, educational institutions, etc. Maintains file on each and remains cognizant of renewal dates.
• Prioritizes internal and external information/data requests in congruence with the current demands of the College.
• Reviews outgoing correspondence, reports, etc., for procedural, grammatical and factual accuracy. Drafts correspondence for appropriate signature.
• Manges program Completion Forms for regulatory bodies
• Prepares and processes invoices for purchasing supplies and services
• Supports Academic Leadership with payroll
• Creates and Maintains faculty personnel files.
• Coordinates approved travel requests.
• Uses strong organizational skills to prioritize multiple tasks seamlessly with excellent attention to detail.

Provides support for regulatory and accreditation activities for the College and programs:

• Completes requested internal and external reports, surveys, etc. with information and direction provided by Academic Leadership.
• Manages documents/files to ensure compliance with accreditation standards/criteria and regulatory bodies.
• Assembles the resource space documents, files, and organization for accreditation visits.
• Maintains accreditation schedules.
• Conduct annual document review for accreditation/regulatory compliance

Provides administrative support to Academic Leadership, and other meetings as appropriate.

• Assists Academic Leadership in preparation of documents for various meetings of the Board, Board Committees, Faculty Senate and Assembly, Dept, or other meetings.
• Attends meetings are on an as-needed/as-requested basis.

Performs other related duties as required within and across divisions and institution wide.

Qualifications

KNOWLEDGE AND SKILLS: Background in executive administrative responsibilities; cursory understanding of basic financial processes; strong computing skills a must, including strong skills in standard word processing, spreadsheet, and presentation software; ability to relate and communicate well to multiple constituent groups; able to use judgment and work independently.

EDUCATION: Associate's degree in related field required; Bachelor's degree preferred.

YEARS OF EXPERIENCE: 3-5 years' clerical experience preferred, ideally at an executive level and/or within higher education

REQUIRED SKILLS AND KNOWLEDGE:

• Proficiency with a variety of software programs including Excel, Microsoft, Microsoft Word, PowerPoint, Teams. Ability to learn new programs as needed.
• Excellent demonstrated math and accounting skills.
• Excellent demonstrated interpersonal skills.
• Excellent customer service skills.
• Ability to communicate clearly, concisely and accurately.
• Ability to self-motivate.
• Maintain confidentiality at all times.