Administrative Coordinator - Professional Studies
Notre Dame de Namur University - Belmont, CA

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Reports to: Chair, Professional Studies

Status: Part-time, non- exempt, 20 hours / week Union

General Description:
As this is a half time position, duties may include from among the following. Providing administrative support to the Chairs, Intensive Business and Human Services. Carry out office management, record management and general office duties. Responsible for administrative support for smooth functionality and coordination of satellite school / consortium programs, including but not limited to contact and follow up with current and prospective students to set up appointments and to ensure increases in enrollment and in retention. The position also includes providing support to students in the Intensive Business and Human Services. Assist Chairs as needed in research, creation of reports, and with internal and external customer service. Must have impeccable phone etiquette to interface professionally with all callers, take accurate and thorough messages and respond to any general inquiries or concerns.

Specific Responsibilities/Duties may include:

1. Conduct research
  • Various PSP Projects
  • New partnership/programs
  • Corporate outreach
  • Location of off-site classes, etc.
  • Research and projects as assigned by Chair

2. Prepare statistical reports
  • Assessments
  • Evaluations
  • Program reviews
  • Reports as requested by Chair

3. Handle information requests from internal and external customers
  • Set up student appointments
  • Contact and follow up with potential student information requests
  • Maintain student contact log

4. Perform clerical functions
  • Prepare internal and external correspondence
  • Prepare petitions
  • Receive visitors
  • Arrange and scheduling meetings
  • Manage Chair’s calendar
  • Copying
  • Assists with special projects as requested
  • Heavy phone and email contact with current and potential students

5. Responsible for completion of forms
  • Monitor administrative processes
  • System updates
  • Schedule classes and classrooms
  • Compile book orders
  • Schedule independent studies
  • Set up scheduling as directed by Chair, to meet the needs of the Professional Studies Department

6. Develop, maintain, and coordinate information in databases and filing systems
  • Financial data
  • Student data
  • Staff and faculty personnel

7. Process Chairs’ expense reports and other duties as assigned.

  • Bachelor’s degree or equivalent work experience
  • Computer experience including word processing, power point and spreadsheet programs
  • Familiarity with Intensive Program and its criteria
  • Excellent verbal and written communication skills
  • Strong organizational skills and interpersonal skills
  • Previous office experience required
  • Able to handle busy office with frequent interruptions
  • Good judgment, problem-solving ability and initiative
  • Familiarity with or experience in an academic setting preferred
  • Ability to work well with others
  • Ability to work independently and take initiative
  • Efficient organizational and prioritization skills: attention to detail
  • Ability to prioritize and multi-task
  • Ability to interact with students, faculty and staff
  • Project management skills
  • Strong proofreading and editing skills

Academic Keys - 19 months ago - save job - block
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