Academic and Administrative Coordinator for Academic Student Affairs - Washington, United States - Howard University

Description

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission.

MINIMUM REQUIREMENTS:

• Bachelor's degree in business administration or appropriate areas of specialization and a minimum of 4-6 years of relevant experience. Preference given to previous experience in an administrative office at an institution of higher learning.
• Incomplete applications will not be considered. Please, provide 1 PDF file combining:
  • (1) A cover letter (addressing related experience and how you promote equity, diversity, and inclusion),
  • (2) A CV or rsum (detailing all relevant education, training, and other work experience),
  • (3) A sample of no more than 4 pages illustrating materials you have developed,
  • (4) Three current professional letters of recommendation.
• Ability to work occasional evenings and weekends (Freshman Orientation, career fairs, workshops, events) and travel for events.
• Native or near-native fluency in a second language is a plus.

Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

JOB PURPOSE:

The Academic and Administrative Coordinator for Academic Student Affairs performs in an administrative capacity for managing daily operations of the Office of Academic Student Affairs, controlling office workflow, assisting in formulating policies, streamlining administrative procedures, developing and planning the use of materials, and ensuring that goals and objectives specified for the Office are accomplished in accordance with established priorities, time limitations, funding limitations or other specifications. The Academic and Administrative Coordinator will organize and coordinate office administration, operation, inventory control, procedures, and office staff and task supervision to ensure organizational effectiveness, efficiency, and safety. This position reports to Associate Dean for Academic Student Affairs in the College of Arts and Sciences. Experience with current practices for Academic Student Affairs processes is required for this position, as well as engagement in the outreach activities, cultural and academic life of the College of Arts and Sciences.

SUPERVISORY AUTHORITY:

Supervisory authority for the Academic and Administrative Coordinator role involves communication, ombudsman activities, resolving conflicts and problematic issues and/or concerns, supervising student employees in the COAS Office, reporting to a higher level on a formal basis.

NATURE AND SCOPE:

Internal contacts generally include executives, administrators, faculty, students and staff of the COAS and the university at large. External contacts include consultants, representatives from other colleges and universities, visitors, and the general public.

PRINCIPAL ACCOUNTABILITIES:
Manage Office Processes and Needs

• Perform and coordinate general office duties, maintain confidential records, update/organize the office resources, and perform other clerical/public relation functions as needed.
• Control the workflow of the office. Implement office procedures and practices. Perform directives from supervisor to coordinate administrative procedures within Office and/or among other offices.
• Manage front desk and work study students, prepare work schedules and assigning specific duties.
• Assist the Associate Dean for Academic Student Affairs by managing the unit's routine staff personnel transactions and assuring compliance with university policies as well as all applicable statutes and regulations.
• Establish standards, policies, and procedures to ensure proper maintenance of office files and general administrative management. Maintain Office files and filing system, both hard copies and computerized files.
• Responsible for the coordination and management of general Office safety and maintenance. Coordinate Office services needed with facilities management.
• Assist students with locating and utilizing the office resources.
• Attend all meetings as required by the Associate Dean for Academic Student Affairs.
• Maintain bookkeeping records of revenues and expenditures for the Office. Assign proper budget codes. Prepare requests for travel authorizations, services request, etc. Check records and resolve any differences with accounting.
• Enter personnel and financial documents with related software applications. Perform data analysis of average difficulty using tables, graphs, and basic statistics. Submit final reports to Associate Dean for Academic Student Affairs.
• Supervise the scheduling of appointments, meetings, and conferences for Associate Dean for Academic Student Affairs.
• Review catalogs and meet with vendors to order office supplies and equipment. Obtain bids and price quotes from vendors, monitor inventory of supplies.
• Receive and screen mail for the Office.
• Confer with and advise staff, students, and others to provide technical advice, problem solving assistance, answers to questions and program goals and policy interpretation; refer to appropriate department person when unable to respond.
• Other duties as assigned.

Develop materials and processes

• Design and conduct seminars, workshops, programs, and bulletin boards.
• Assist with the development of agreements, manuals, and handbooks. Write sections of administrative policies, procedures, and manuals. May assist in the completion of grant, MOU/MOC proposals.
• Record and maintain agenda and minutes from meetings and distribute them accordingly.
• Develop and recommend new or revised program goals and objectives.
• Prepare periodic reports, financial statements and records on program activities, progress, status or other special reports for management or outside agencies.
• Evaluate program effectiveness to develop improved methods; devise evaluation methodology and implements; analyze results and recommend and/or take appropriate action.
• Develop, compile and write communications and literature for distribution such as newsletters, programs, brochures or flyers; coordinate process from development through printing and distribution.
• Other duties as assigned.

Manage, monitor, and implement project objectives and activities

• Interact and maintain liaison with students, faculty, staff, and outside/community agencies in facilitating program objectives.
• Provide managerial and technical support on implementing project objectives and activities.
• Supervise project staff and be responsible for the coordination of activities among staff.
• Assist the Associate Dean for Academic Student Affairs with the orientation and professional development of Office staff.
• Assist with planning and coordinate Office activities, programs, logistics of events and meetings including travel and lodging arrangements, agendas, information packets, parking, amenities, expense reimbursement, etc. and provide on-site guidance to visitors and guests for university related events.
• Prepare or assist in preparation of proposal for funding and/or funding continuation from outside sponsors.
• Coordinate activities of program with interrelated activities of other programs, departments, or staff to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.
• Other duties as assigned.

Graduation, registration, data submission, and scholarship processes

• Assist with some registration cases (i.e., COAS exchange programs) and graduation-related processes (ensuring timeliness and accurate processing), such as graduation clearance, etaging on Banner, graduation communication to students, and verifying honor-related discrepancies.
• Process students' scholarship stipends and reimbursement forms; monitor processes with related offices. Assist with students' application review.
• Other duties as assigned.

Advising and Counseling

• Receive students' daily requests and forward to appropriate parties.
• Maintain ombudsman activities to resolve conflicts, problematic issues, or concerns.
• Support Associate Dean of Academic Student Affairs on a consultative and supportive basis regarding academic and administrative direction.
• Other duties as assigned.

Educational Content & Resources

• Produce written and video contributions for online and print media, handouts and guides, email lists and social media outlets.
• Curate current and high-quality content from the web and other sources to produce credible resources useful to staff, students, and alumni.
• Integrate technological resources and platforms to support student education and effective use of client and staff time.

Teaching & Training

• Assist with training courses on academic policies and procedures. Give technical assistance on administrative assignments.
• Present and deliver training through a variety of in-person and digital methods using contemporary best practices.
• Coordinate necessary logistics, training, and support.

Innovation & Strategy

• Pilot creative approaches that serve the COAS community any time, any place and create an effective on-demand experience.
• Survey trends and challenges; make informed recommendations for improvement.

KNOWLEDGE:

• Familiarity with Student Banner system, Canvas, LMS.
• Strong knowledge of computer use, of MS Office or related products, database, and a variety of computer software to enter, modify, format, and retrieve complex data.
• Strong spreadsheet skills including advanced skills in Microsoft Excel and/or SPSS, MS Word, PowerPoint and Access.
• Knowledge and skill in accounting and budgeting techniques and principles.
• Knowledge of standard office equipment.

CORE COMPETENCIES:

• Ability to work from 8:00am to 5:30pm
• Ability to work long hours, including weekends and evenings as required in an Office of Academic Student Affairs.
• Knowledge of business and management principles involved in financial planning, resource allocation, human resources, and coordination of people and resources.
• Advanced knowledge of office and administrative practices and principles
• Ability to communicate effectively orally and in writing with a diverse population; must be detailed oriented and organized.
• Decision Making: Ability to recommend approaches to solving routine problems relating to programmatic requirements or standards.
• Program Management: Ability to collect, research and provide preliminary data analysis. Ability to create standardized reports for review by supervisor or for distribution to the academic, business, or professional community.
• Ability to interpret and explain rules, regulations, procedures, and policies regarding prerequisite issues and matriculation steps for graduation.
• Client/Customer Service: Ability to develop good, efficient customer relations within program area. Ability to answer routine requests, referring non-standard issues to higher authority level.
• Strong time management skills with the ability to manage concurrent assignments of various complexity with tight timelines.
• Strong problem-solving, strategic thinking skills, analytical mindset, organization, and attention to detail.
• Demonstrate skill in multi-tasking, work independently, prioritize daily assignments, and adjust to changing workloads.
• Demonstrating initiative and dependability, drive for results and efficiencies that achieve intended, measurable outcomes.
• Demonstrate effective support for students, faculty, and staff.
• Excellent team-working, training skills, and a willingness to learn from other subject-experts to achieve the best possible solution and raise the collective knowledge of our Academic Student Affairs office.
• Ability to build consensus and seek input from diverse groups.
• Ability to work co-operatively and with emotional intelligence.
• Listen actively to impart thoughts, views, information, and ideas adaptively.
• Communicates effectively with diverse audiences, using appropriate media and language.
• Strong interpersonal, oral, verbal, and written communication skills, including public speaking and presentation skills.
• Keen ability to establish and maintain effective and harmonious work relations with faculty, staff, students, and the community.
• Attend all staff meetings and training sessions.
• Demonstrate cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of our students, faculty, and staff.
• Ability to exercise discretion and ensure a high-level of confidentiality.
• Adhere to transparency, moral, and ethical principles of the Office of Academic Student Affairs and Howard University.