Administrative Coordinator
Notre Dame de Namur University - Belmont, CA

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Reports to: Stephen Cole, Chair of the History & Political Science Department and Gretchen Wehrle, Chair of the Psychology & Sociology Department

Status: Part-time, 25 hours per week (Start Date: January 7, 2013); 10 hours per week (May 13 through August 16, 2013); Non-Exempt Union

General Description:
The purpose of this position is to manage the support office for several departments — Psychology & Sociology and History & Political Science. The administrative coordinator is responsible for the smooth functioning and coordination of administrative tasks and faculty support.

Specific Responsibilities/Duties:
1. General Office Duties:
General office support for the Departments of Psychology & Sociology and History & Political Science

Process relevant correspondence, drafting answers to items deemed appropriate

Receive mail and other items from Mail Center and arrange for delivery to faculty members

Field phone calls

Prepare paperwork for maintenance and repairs in offices

Order and maintain supplies for program offices and faculty

Supervise Student Labor/Work Study student, if available

Maintain up-to-date files of correspondence, publications, archival materials and other documents, to be determined

Provide general information about departmental programs and course to prospective students

2. New faculty in-processing and orientation prior to classes beginning:

Collect all new hire paperwork for part-time instructors

Make sure part-time instructors receive parking passes and ID cards

Conduct on-campus tour/orientation focusing on use of equipment, location of pertinent offices/classrooms

3. Public Relations Activities:
Support Chairs in public relations activitites and events to promote their programs and majors

4. Academic Administrative Support:
Maintain up-to-date files and copies of faculty syllabi

Work with Department Chairs to create contract worksheets (for Dean)

5. Technical Support to Faculty:
Assist Department Chairs with course offering spreadsheets

Assist Faculty with timely course enrollments and other online information

Assist with various other EX requests (IE transcripts, address info., etc.)

Liaise with OIT for Faculty computer issues

6. Invoice Processing:
Process invoices for the different departments and maintain Excel spreadsheets for information and subsequent analysis, as well as copy and track invoices (for Department Chairs)

7. Department Meetings

Support chairs in the planning of and preparation for departmental meetings

Maintain minutes and documents

8. Attendance at Meetings:
Attend one staff meeting per month with Dean of School

Attend College of Arts and Sciences meetings, once per month

Qualifications:
Experience working in an administrative support role, possessing general office skills

Computer skills on both PC/Mac, including word processing, spreadsheets, power point and clip art

Use of EX to retrieve information on classes and students, etc.

Good writing and spelling

Communicate well, both verbally and in writing and ability to work well with others

Work independently and take initiative

Efficient organizational skills

Interact with students, faculty and staff

Prioritize and multitask, with attention to detail

Work on long-range projects, maintain time schedules and track progress

High School Diploma, with some college level course work completed

Application Procedures:
NDNU is committed to providing an educational environment that supports a diverse student population. In your cover letter, please include information about your experiences in working in a diverse environment and what qualities you would bring to supporting this commitment to inclusive excellence at NDNU .

Please submit a cover letter and resume, to:
Notre Dame de Namur University

Human Resources, Job #ACPH110612

1500 Ralston Avenue

Belmont, CA 94002

hr@ndnu.edu

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