Office Coordinator

Position Summary:           

The position reports to the Program Director. The Coordinator will create a vibrant and welcoming atmosphere to ensure faculty/staff satisfaction and student engagement. They will serve as the main point of contact for incoming and continuing students and faculty. Functions as the program’s liaison to all university offices, including but not limited to the registrar, student finance, student services, academic support, HR and procurement.

Position Responsibilities:

• Student supports include tracking student clinical placements, serving as the first point of contact on student complaints, monitoring student registration, supporting new student orientation and graduation, directing work of graduate assistants, directing students to university services (e.g., disability services, writing center, etc.) and track student progress towards graduation.
• Faculty support includes schedules, room assignments, interface with publishers.
• Program supports include developing and tracking the annual academic calendar, maintaining and tracking accreditation data, course evaluations, organizing departmental conferences and events, and maintaining departmental policies and handbooks/catalogs.
• Coordinate the daily operations of a large office including the coordination of duties of support staff; prioritize, distribute and review work of the support staff. Train on office and University policies and procedures. Support efforts to ensure compliance of the program.
• Ensure that the department/division receives the administrative support required to meet its commitments and responsibilities. Maintain calendars, make travel arrangements, and update pending commitments and appointments. Assist faculty/supervisor with administrative requirements such as coordinating classroom requests, room reservations, AV, catering and supplies; and scheduling faculty meetings and recording minutes.
• Assign and withdraw all computer and database securities, including Banner, OBIEE, remote access to their computer.
• Onboard new employees, including set them up with their email addresses, phone(s), access to server, set up their private folder on the server, coordinate training with the department Trainer.
• Maintain office correspondence and communications with applicants, students and faculty and reply to inquiries. Response must be made in a timely manner, and urgent matters must be brought to the attention of senior management. Confirm that the appropriate resources are available, which are needed by the faculty member.
• Establish and maintain contract agreements with vendors. Process payments and honoraria.
• Maintain records of expenditures and prepare reports.
• Maintain complex databases, including accurate and detailed activity files for accreditation documentation which may include faculty credentialing, fieldwork site records, and financial reports. Create and maintain a variety of confidential and sensitive data such as student records, faculty files, personnel records and teaching evaluations.
• Responsible for staff timekeeping.
• Coordinate the ordering of all supplies.
• Perform other related duties as assigned.

Experience & Educational Background:

• Bachelor’s degree and at least 3-5 years of administrative experience are required. Some experience in a University academic setting is strongly preferred.
• Equivalent combination of education and experience will also be considered.

Skills & Competencies:

• Must possess strong knowledge of Microsoft Word, Excel and PowerPoint. May use other Microsoft programs as assigned. Ability to quickly learn and become proficient in new software and technology is essential.
• Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
• Must have ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role.
• Must demonstrate good judgment, initiative and attention to detail.
• Must be able to effectively track time and resources to prioritize work assignments among assigned staff.
• Must possess strong customer service, communication and organizational skills.
• May be required to work independently and produce quality work from conception to completion on assigned projects.

Salary Range:

Grade 8  

1199 New Hire Rate:$32.46 and 1199 One Year of Service Rate: $33.12

About Us:        

Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more. 

We are a leading global educational institution that employs 2,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do and for all those we serve.  We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.

The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University’s retirement plan. Staff members are typically eligible for four weeks paid vacation each year and have access to a shuttle to nearby subway locations.

Equal Employment Opportunity:    

Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.