Coordinator

Details

Posted: 07-Feb-24

Location: PA

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 502717

Responsible for analyzing, organizing, and coordinating processes, procedures, and workflow to ensure efficiency. Provides a wide variety of administrative, academic, and/or staff and student support services for the Rauch Center for Business Communication, including BUS courses, in the College of Business. Provides advanced administrative support for multiple departments, programs, projects, and/or processes. Works under limited supervision with duties and tasks reflecting substantial variety and complexity.  Provides training, mentoring and on-boarding for adjunct faculty and program support staff. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

Position Number: S78940

This position is a Grade: 8-37.5 with an approximate salary range of $42,650-$51,190 and is subject to change based on experience, skills and qualifications

Lehigh University offers a comprehensive and family friendly benefits package which includes but is not limited to Health Care, Retirement and Educational benefits. Information can be found on our website at https://hr.lehigh.edu/benefits

1. Academic Coordination, Documentation and Communications
*Coordinates the preparation and production of complex documentation processes, such as class materials, grant proposals and partnership agreements
*Handles administration for BUS courses and co-curriculum, including coordination and integration of data/technology from various sources and systems
*Creates and updates work instructions, procedures and departmental manuals
*Prepares and control records, statistics and reports regarding assigned curricular and co-curricular operations; creates and generates specialized reports as specified, such as tracking undergrad/grad student progress, catalog updates, Course inventory management (CIM), etc
*Assists with enrollment demand forecasting and registration fulfillment in close coordination with faculty coordinators and office staff responsible for operations and advising
*May work with faculty and college to coordinate college change and transfer student petitions, communications and assist with student registration
*Assist with faculty affairs recruitment, hiring and reappointment processing
*Creates and/or Coordinates complex and/or high-profile mass mailings
*May generate reports and charts for various projects; assist with presentation creation using established content
*Designs and creates graphs and charts for various projects; designs presentations using established content
*May create departmental flyers, newsletters, announcements and other communications
*May monitor and maintain social media: respond to routine or difficult questions, creating and posting content
*Updates and maintains websites. May be responsible for some web page creation and design
*May perform basic website updates and maintenance

2. Customer Service
*Responds to varied and often complex inquiries requiring an in-depth understanding of University and departmental programs, services, policies and procedures.
* Takes ownership of inquiries by providing thorough explanations and instructions and/or by identifying the appropriate person to provide a solution
*Serves as a resource to others in the resolution of complex problems and difficult issues
*Assists undergraduates in scheduling appointments with associate dean/faculty and/or understanding academic requirements, processes and procedures

3. Meeting and Events Coordination
*Schedules and coordinates diverse and complex appointments, visits and/or meetings across modalities
*Plans and coordinates high profile in-person, hybrid and remote events, typically creating an event from scratch and coordinating multiple internal and external constituents
*Arrange conferences, lectures, receptions and other special events
*Plan and arrange logistics for faculty hiring searches, from advertising position to setting up interviews to onboarding new hires
*May assist or advise planners of student programming events

4. Budgetary and Financial
* Works with Lehigh’s’ financial systems and tools to compute, classify, record and verify data for departmental accounting records; resolves discrepancies
* Tracks and maintains budget accounts, compiles budget information, analyzes/reconciles accounts and prepares status reports
*Assists with budget forecasting, preparation and cost control activities, working with the college, Controller, Purchasing and Payroll
* May establish departmental protocols for filing and maintaining financial records and associated documentation
*Works within an established budget; may select vendors and utilize signature and purchasing authorization; responsible for staying within budget and following budgetary guidelines
*Reconcile and approve credit card purchasing and out-of-pocket reimbursements for faculty and students. Brings discrepancies or non-standard purchases to supervisors’ attention

5. Equipment, Facilities and Technical Support
*Order supplies and arrange for equipment repairs/service
*May provide general technical support for department
*Coordinate the scheduling/reservation of departmental studio, conference rooms and/or other spaces
*Assist with assigning adjunct faculty to and finding office space to ensure smooth instructional operations

6. General Office Operations and guidance to office personnel
*Provide administrative support for general office operations such as receptionist tasks – meet, greet and assist visitors, take phone calls and messages, retrieve/send and organize mail, schedule meetings and update calendars
*May guide or check the work of student workers, wage employees and/or volunteers
*May assist with recruitment and selection of student workers or volunteers. May track and approve students/wage timesheets
*May orient/train new staff or offer recommendations/input for hiring, performance reviews and other employment decisions
*May orient/onboard new instructional employees, assisting with hiring paperwork and office preparation
*Trains others regarding policies and procedures
*May be designated as a lead worker

Special Considerations

Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Lehigh's Accommodations Specialist at [email protected]

The duties of the position do not allow for a remote work option; the employee in this position will be required to work on campus where they can be fully accessible to the Lehigh community

Qualifications

High school diploma or equivalent combination of education and experience; Bachelor's Degree preferred

Three to five years of related work experience

High technical proficiency in data analysis and use of technologies including instructional platforms

Strong written and oral communication skills also required

Experience in support positions including customer-service related positions highly valuable for this job

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

Only complete applications will be considered therefore please complete the application in its entirety.  Once the posting is removed from the website applications may no longer be allowed to be completed.

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