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Administrative Coordinator

POSITION TITLE: Administrative Coordinator

DIVISION Administration

DEPARTMENT: Administration

REPORTS TO: Chief Financial Officer / Executive Vice President for Administration

CATEGORY: Exempt

DATE: November 2022

 

Our Mission: Preparing gifted students to transform the world creatively through art and design.

Our Vision: To be an innovative leader in art and design education.

 

NARRATIVE GENERAL DESCRIPTION

 

This position performs administrative duties and project coordination in support of the Chief Financial Officer / Executive Vice President for Administration (“CFO”) as well as the Office of the President (“OOP”). This position requires a keen attention to detail and the ability to effectively manage multiple complex processes at once. The successful employee will develop strong working relationships with internal and external constituents and provide excellent customer service to a broad range of individuals to ensure timely and efficient completion of projects.

 

ESSENTIAL FUNCTIONAL RESPONSIBILITIES

 

Administrative:

  • Maintain efficient daily operations of the office and manage the CFO’s calendar: schedule meetings and appointments for the CFO, handle correspondence and telephone communication, processing mail, and other necessary duties

  • Coordinate activities with, projects for, and serve as backup to the Executive Assistant of the Nerman Family President

  • Assist in the preparation of materials and logistics for multiple meetings

  • Attend meetings as requested by CFO/OOP to become familiar with project scopes, schedules, and responsibilities

  • Maintain various financial records and reports

  • Maintain current contract files and answer general questions that arise pertaining to the contracts on file

  • Assist in monitoring project details to ensure communication and coordination with correct constituents

  • Assist in developing progress reports for CFO/OOP to present to Cabinet, the Board of Trustees (“BOT”), and others as requested

  • Assist in coordinating all necessary movement of physical and human assets in a timely and efficient manner

  • Responsible for maintaining and ordering supplies for the CFO

  • Coordinate, attend, and take notes at various meetings, including committee meetings for the BOT

General

  • Maintain strict confidentiality on all information in the departments and divisions as appropriate

  • As first point of contact to and as a representative of Administration for the college, greet, direct and coordinate requests for services according to business, service, or delivery

  • Serve as single point of contact for certain projects and serve as a general resource for all projects

  • Maintain a pleasant, courteous, welcoming, and service-oriented attitude toward all patrons

  • Make appointments, receive visitors, answer, screen and take detailed messages

  • Obtain all required supporting documentation and authorizing signatures to validate actions of the CFO when required, maintain various files and records according to current policies

  • Provide any known and necessary information to the CFO that may impact any/all decisions

  • Interact and maintain relationships with internal and external contacts including, but not limited to, Cabinet Members, Budget Managers, BOT, Donors, Bank Executives, Attorneys, and all other vendors

  • Other duties relevant to the role as assigned

 

KNOWLEDGE, SKILLS, AND QUALIFICATIONS

 

  • Strong attention to detail, accuracy, and thoroughness

  • Advanced knowledge and experience with current computer equipment and programs being used by the division. Including, but not limited to:

    • Microsoft Office Suite products (including Word, Excel, and Power Point)

    • Advanced Excel knowledge preferred including charts and budget spreadsheets

    • Experience with Google (Gmail, calendar, Google docs, etc.)

  • Strong organizational skills with ability to learn quickly

  • Ability to speak, write and communicate clearly to accurately convey information in person or by phone

  • Ability to manage multiple priorities with concurrent deadlines and to plan and prioritize work activities and use time efficiently, including responding to e-mails and requests in a timely manner

  • Ability to work in a busy office environment and shift priorities as required

  • Must be flexible to the work schedule to meet occasional demands of peak workloads



  • Apply Here

    PI196960473

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