Administrative Coordinator

University of Idaho, United States

Updated: over 1 year ago
Location: Moscow, IDAHO
Job Type: PartTime
Deadline: ;

Position Details
Position Information


Posting Number SP003621P
Position Title Administrative Coordinator
Location Moscow
Division/College College of Science
Department Department of Mathematics and Statistical Science
FLSA Status Overtime Eligible
Employee Category Classified
Pay Range $18.50 per hour or higher depending upon experience
Type of Appointment Fiscal Year - 10 Month
FTE
.827
Full Time/Part Time Part Time
Position Overview
This position is not considered full time, because it is a 10-month position (mid-August through the end of May), with no pay or work from the end of May through mid-August. The exact dates of the unpaid time off will depend on the payroll cycles of that particular calendar year, but will have 43 active weeks, with 9 weeks unpaid time off.
This position will assist and support the Polya Director, Academic Specialist, and other faculty and staff with the daily operations of the Polya Mathematics Learning Center and Department of Mathematics and Statistical Science. Duties include: updating database information and queries to Polya Mathematics Learning Center database; providing direction and information to students, faculty, and staff utilizing various forms of communication regarding the Polya Mathematics Learning Center; updating webpages and other learning materials, and produce reports as requested; working with textbook and software vendors to open and maintain courses; and hiring, appointing, scheduling, and supervising workstudy for Polya.
Unit Overview
The University of Idaho is in the city of Moscow, located just nine miles from Washington State University in Pullman, Washington. The Department of Mathematics and Statistical Science is housed within the College of Science at the University of Idaho. The department maintains research strengths in the core areas of pure mathematics, applied mathematics, mathematical biology, mathematical education, and applied and theoretical statistics. Many of the faculty in the department are affiliated with interdisciplinary groups across campus including the Institute for Modeling Collaboration and Innovation (IMCI), the Institute for Interdisciplinary Data Sciences (IIDS), and the Bioinformatics and Computational Biology (BCB) program. It offers several undergraduate degrees in mathematics with several focus options (general, applied: computation, applied: modeling and data science, or applied: mathematical biology) and statistics with two focus options (general or actuarial science and finance). It also offers several graduate degrees including a MAT degree in mathematics, MS degrees in mathematics and statistics, and a PhD in mathematics; a BCB PhD degree is also available to students working with faculty affiliated with that program. The department is also home to the Polya Mathematics Learning Center for undergraduate service courses in mathematics.
Funding
A visa sponsorship is available for the position listed in this vacancy. No
Internal Posting?

Position Responsibilities


Key Accountability Maintain, collect, analyze and distribute various forms of data to students and personnel within and outside the Polya Mathematics Learning Center and Department of Mathematics and Statistical Science by:
Job Duties
  • Updating the students’ Banner databases daily
  • Maintaining the Polya website through Sitecore or other software
  • Assembling student headcounts and creating attendance graphs
  • Working with the Academic Specialist to produce specialized database reports; creating Polya courses through our software vendor(s)
  • Preparing databases at the beginning of each semester
  • Analyzing, developing, and installing new and better ways of handling our data
  • Assisting with database archiving and coding as appropriate
Key Accountability Provide support for the Polya Mathematics Learning Center and Department of Mathematics and Statistical Science by:
Job Duties
  • Assisting in policy definition
  • Planning, preparing, assembling, proctoring, and distributing quizzes and exams
  • Creating and assembling review session materials
  • Scheduling rooms
  • Entering thousands of test scores
  • Maintaining daily testing passwords
  • Providing overrides for math and stat courses
  • Storing student paperwork
  • Assisting with grading processes and data entry
Key Accountability Provide support to the Polya Mathematics Learning Center workstudy students and Graduate Teaching Assistants by:
Job Duties
  • Hiring, training, scheduling, monitoring, and evaluating Polya workstudy students
  • Maintaining employee records, including approving time sheets and scheduling requests
  • Acting as back-up to the Academic Specialist and/or Polya Director for creating and updating weekly work schedules as well as approving timesheets for other tutors and Graduate TAs Calculus tutors
Key Accountability Provide administrative support for the Polya Mathematics Learning Center and Department of Mathematics and Statistical Science by:
Job Duties
  • Submitting EPAF’s to appoint all Polya workstudy and tutors
  • Requesting background checks; maintaining employee records
  • Interviewing and assisting in the decision to fill positions such as Polya staff and tutors
  • Preparing and assembling course materials for student notebooks
  • Responding to questions and providing information to students, advisors and administrators using various modes of communication
  • Working with university support services and advisors to facilitate student’s needs
  • Writing and maintaining numerous letters, forms, lists, and labels for Polya
  • Keeping information well-organized through the use of filing, sorting, Microsoft Office software, and Microsoft Outlook
  • Monitoring the Polya budgets and coordinating purchases using UI purchasing cards
  • Ordering and maintaining supplies for Polya
  • Process reimbursements, purchasing card transactions, and travel through Chrome River
  • Providing additional support to the Department of Mathematics and Statistical Science and the College of Science as needed
Key Accountability Provide support to Polya and Calculus students by:
Job Duties
  • Posting helpful information to the students through our vendor’s software (MyMathLab/MyLabsPlus), the Polya Mathematics Learning Center website, and physical postings throughout Polya
  • Creating and posting review session schedules
  • Maintaining specialized data for students with disabilities
  • Responding to student questions and requests
Key Accountability Other duties as assigned
Job Duties
Other duties as assigned.

Position Qualifications


Required Experience
  • One-year experience working in an office setting.
  • Experience with office support functions including word processing, spreadsheets, filing, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects.
  • Experience with using computer software and applications for word processing, email, internet searches, and data organization.
Required Education
Required Licensures, Certifications or other
Additional Preferred
  • Experience with maintaining and editing websites.
  • Experience scheduling employees.
  • Experience in supervisory duties.
  • Experience in database administration and SQL.
  • Experience or training with UI Banner HR modules.
  • Experience with UI Banner Student modules.
  • Experience with University of Idaho procedures.
Physical Requirements
  • Occasionally requires working late evenings.
Working Conditions
Degree Requirement N/A: No degree requirement

Posting Information


Posting Date 09/29/2022
Closing Date
Open Until Filled Yes
Special Instructions to Applicants
This position is open until filled, however, applications received on or before October 17, 2022 will receive first consideration.
Posting will remain open until a suitable pool of candidates is identified.
Applicants:
Please use your letter of qualification to explain in detail how your work experience, skills, and abilities meet both the required and preferred qualifications as listed in the position description. The information provided in your letter of qualification will be used to determine eligibility for an interview and demonstrate your communications skills.
For resources about how to write a letter of qualification, please visit the HR website here: Applicant Resources – Careers | University of Idaho (uidaho.edu) .
Applicant Resources https://www.uidaho.edu/human-resources/careers/applicant-resources
Background Check Statement
Applicants who are selected as final possible candidates must be able to pass a criminal background check.
EEO Statement
The University of Idaho (U of I) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, U of I does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity/expression, disability, genetic information or status as any protected veteran or military status in its programs or activities, including employment, admissions and educational programs.

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