The position assists the Dean of Graduate Education in overseeing operations in the Office of Graduate Education (OGE) at Spalding University. The position serves as both an office administrator and coordinator of operations in the graduate academic area at Spalding and also serves as the Administrative Coordinator to the Dean of Graduate Education keeping the Dean’s schedule, managing communication within the office and between the office and other constituencies on campus (including the president’s office, the provost’s office, other senior leaders, school chairs, program directors, faculty, staff, and students). The Administrative Coordinator is expected to work 8:00 AM-5:00 PM M-F on campus physically the office with some periodic night and weekend work. The position is salaried, full-time, and non-exempt. The best candidate will be a self-starter, can manage their own time well, manage the Dean’s calendar well, and manage graduate assistants in the office, assist the dean in coordinating the GA system, and manage and carry out the functions of the adjunct contract process in coordination with other office administrators and executive and administrative assistants on campus. The ideal candidate will also be able to get out in front of conflicts and issues that arise due to scheduling and other interpersonal challenges and handle them with grace, diplomacy, and vision. The ideal candidate will be able to hold strict confidence in personnel, academic, student, and other highly confidential matters related to senior management of the university and the senior management of the academic area that the Dean is engaged in.
DUTIES AND RESPONSIBILITIES
Manages the Dean of Graduate Education’s schedule on Outlook
Oversees the activities of the Office of Graduate Education (OGE)
Maintains files for budgeting and accounting for the Office of Graduate Education, files receipts for the Dean of Graduate Education completes expense reports
Assists the Dean in managing the GA system of 80-90+ GAs each year and manages GAs in the OGE
Responsible for inter-unit coordination and communication among units, schools, offices of administrators, faculty, and staff
Coordinates activities such as Graduate Program Directors Council and Graduate Student Advisory Council including communication and providing set-up (e.g. room reservations, food, etc.)
Works closely with other EAs on coordinating the Dean’s schedule with the President’s, Provost’s, and Dean of Undergraduate Education’s schedule (as well as other leaders on campus)
Ability to create ad hoc and regularized meetings (recurring meetings) on multiple virtual platforms including Go To Meeting, HD Meeting, Zoom, Google Meet, MS Teams, and others
Work with GAs on OGE Newsletter
Work with budgeting, resource allocation, spreadsheet usage and management, and work closely with support units including enrollment services, marketing, financial aid, finance, athletics, and other units
Hold all OGE work and information in strict confidence and maintain personal integrity in working with students, faculty, and staff
Multitask and handle multiple jobs at once and meet deadlines on time
Values working with and within a diverse community and is committed to inclusion
Solid oral and written communication skills are important
Knowledge and proficiency in the Microsoft Office suite of operations (Excel, Outlook, etc.)
SKILLS AND EDUCATIONAL REQUIREMENTS
High school diploma or equivalent (GED) required; Bachelors degree preferred
Willingness to work face-to-face, 40-hours a week physically in the office
Good communicator, positive outlook, and people person
Thrive in a busy environment and enjoy working with graduate students
Enjoy seeing others succeed and assist in managing graduate student workers
Willingness to work a few off (night and weekend) hours periodically (a weekend day here, a couple hours at night there, etc.)
Ability to professionalize the office and communication and technology tools to make the office more efficient and productive
Interest in improving oneself in knowledge and office management skills
Ability to professionally represent the Dean and communicate directly and cheerfully to internal and external constituencies
Regular or daily contact with administration, faculty, staff, and students.
Enjoy working in an environment where work may come in waves and anticipate busy times and be able to plan and work in times where work is not as pressing
Must have an appreciation and respect for diverse populations.
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Nestled in the midst of Kentucky’s largest city, historic Spalding University combines a rich history and a commitment to community service as we attract students who desire a high quality education in a very personalized setting. An engaged faculty serves nearly 2500 students at the bachelors’, masters and doctoral levels, providing quality, real-world learning in liberal and professional studies. Faculty, staff and students are united by the institutional mission: Spalding University is a diverse community of learners dedicated to meeting the needs of the times in the tradition of the Sisters of Charity of Nazareth through quality undergraduate and graduate liberal and professional studies, grounded in spiritual values, with emphasis on service and the promotion of peace and justice. With a focus on community service and leadership, Spalding offers all students a mission-driven connection to community and comprehensive learning resources while striking a distinctive balance serving the educational needs of both the traditional student and the working adult. In addition, our unique 6-week session delivery format affords students needed scheduling flexibility amidst other life resp...onsibilities. Spalding University is an Equal Employment Opportunity/Affirmative Action employer. The University complies with all federal, state and local equal employment opportunity laws. It is the University’s policy not to discriminate against any individual or group of individuals and to provide equal employment opportunity to all qualified persons regardless of race, color, national origin, age, disability, religion, sex, pregnancy, sexual orientation, gender identity, marital status, military status, veteran status or other protected status. All job offers are contingent upon successful completion of a pre-employment drug screening as well as a criminal background check.