Administrative Support Coordinator

Administrative Support Coordinator - Phys/STHS/AS
Job ID
7791
Location
Physics
Full/Part Time
Full-Time
Regular/Temporary
Regular
Staff Posting Details
Appointment:
Regular, full-time
Position Summary:
Supports the advancement of the University's educational mission by facilitating and coordinating the smooth operation of academic department(s) and/or program(s). Core responsibilities include acting as the department/program contact for students, faculty, staff, and the public; providing administrative support with department/program budget management, event planning and logistics, and office management; and partnering with department chairs, faculty, and staff to support administrative needs within and across departments.
This 1.0-FTE position is shared among three departments, with an approximate worktime allocation of 40% for Asian Studies, 20% for Science, Technology, Health, and Society, and 40% for Physics (including work related to the Lillis Scholars program and the Thompson Hall Science and Mathematics seminars).
Essential Job Functions and Responsibilities: General Office Management: Submit facilities requests, maintain office equipment, order office supplies and paper for printers/copiers, manage the department bulletin board, collect mail from and deliver mail to Mail Services, and manage departmental shared network drives and Google share drives.
Purchasing: Provide support in purchasing for department needs, such as ordering teaching supplies and lab materials and corresponding with vendors about departmental services and orders.
Budget Management Support: Monitor budgets (operating, endowment, travel, scholarship and other budgets). Duties include p'card reconciling, PeopleSoft verifications, funds transfers, accounts payable troubleshooting, budget reporting, disbursement and reimbursement requests, and alerting budget manager (usually, department/program chair) to any unexpected changes or unapproved charges to the budget.
Chair/Director support: Work with department chair to develop agenda and handouts for department/program meetings, take minutes, and support in follow'up/action. Provide administrative support for full'time faculty searches (following current Recruitment Guidelines provided by the Provost's Office) and/or accreditation processes. Assist in Bulletin updates, and archive course syllabi. Query data in PeopleSoft to support departmental processes, and provide assistance with updates to the annual assessment report. Provide administrative support in creating surveys in Qualtrics or Google Forms.
Faculty Support: Schedule, conduct, and process student evaluations for faculty teaching. Provide administrative support for the creation of faculty review files and assist in scheduling class visits for evaluation. Assist in procurement of course material including scanning, photocopying, and/or ordering textbook desk copies. Coordinate OCR efforts to support student accessibility. Coordinate logistics for new full' and part'time faculty (e.g., office space, keys, ID card, technology, book orders), as well as for part'time faculty teaching in an interdisciplinary program.
Department/Program Meetings and Events: Schedule meetings, ascertain availability, and reserve meeting rooms. Arrange supplies, equipment, and catering requests for department/program meetings and events, holiday/retirement, and commencement receptions. When appropriate, request and order banquet permits with the Washington state liquor control board. For visiting speakers, arrange travel (following current guidelines provided by the Academic Deans' Office) and work with the Provost/Deans' Office to arrange contracts and payment. Assist in promotion of department/program events.
Department/Program Outreach: Manage ongoing updates to department/program websites. Manage and respond to general department/program email. Provide administrative support with matters related to student recruitment and admissions for department/program. Act as a conduit between the chair/director and individuals from on and off campus seeking information about and making requests of the department/program. Support department/program engagement with alumni.
Administrative needs that cross departments: Communicate and coordinate with faculty and staff to support administrative needs that cross departments, including communicating specific processes and protocols, coordinating to maintain shared bulletin boards and office equipment; collaborating with stakeholders as necessary to coordinate and manage shared programming; and supporting the administrative operations of neighboring departments as needed, such as during vacations and unstaffed time during the summer.
Supervisory Responsibilities:
May supervise student work study employees:
Hire & train student staff
Schedule & review student work
Mentor students and conduct Compass conversations
Qualifications:
High school diploma or G.E.D., Associate or bachelor degree preferred
At least one year of related administrative experience or managerial experience that included some administrative work. An equivalent combination of education and experience will be considered.
Ability to communicate effectively in written and face'to'face communication with diverse audiences
Ability to multitask, to organize, and complete projects in an efficient manner
Ability to work with a minimum of direct supervision
Ability to handle confidential materials
Proficiency with Microsoft Office Suite and Google Suite programs
Ability to become proficient with new software and databases; familiarity with PeopleSoft Financial, Campus, and Human Resources software and Drupal Content Management System (desirable)
Ability to use/operate a personal, rented, or university vehicle to conduct university business (desirable)
Ability occasionally to lift up to 30 pounds (desirable)
Regular and predictable attendance
Ability to respectfully work, communicate, and provide leadership within a diverse campus community
Compensation and Benefits:
The anticipated range for this position is $19.50 to $20.47. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
Puget Sound offers a generous benefits package for eligible staff employees, including:
Medical, dental, and vision
Life insurance and long-term disability
Employee Assistance Program
Retirement plan options and 403(b) contributions
Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
Education benefits, such as full tuition for eligible employees and their families
Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)
Please note:
-Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
-Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
-Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.
This position is non-exempt from the provisions of the Fair Labor Standards Act.
For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2024 Benefits for Staff Members in Non-Exempt Positions.pdf (pugetsound.edu)
For the Campus Holiday and Bonus Day Schedule, visit:
Application Deadline:
Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Required Documents:
Resume
Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of all required background checks.
University Diversity Statement
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit:
The University of Puget Sound is an equal opportunity employer.
To apply: