Experience:
5+ years of experience
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Employment Type:
Full time
Posted:
7/20/2019
Job Category:
Other
Coordinator
(This job is no longer available)
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Job Description

The Coordinator provides administrative support to the Office of Institutional Research and Strategic Analytics Vice Provost, Director and office staff. The successful candidate will provide assistance with budget administration, the faculty course evaluation process and survey research deployment. Strong communication and organizational skills are required along with a high level of discretion. The Coordinator is required to work with data and projects containing sensitive and confidential information.

Accountabilities:

* Directs office operations to ensure organizational effectiveness
* Greets and assists visitors, screens and directs telephone calls, processes office mail and maintains filing system
* Ensures phone, in-person and e-mail inquiries are addressed and resolved in a thorough and timely manner
* Serves as a resource in the resolution of complex questions and issues using discretion; guided by knowledge of policies and precedents
* Composes and edits routine and complex correspondence, prepares confidential materials, produces reports as required, proofreads and edits communications
* Coordinates maintenance and service contracts for all office equipment and software
* Responsible for monitoring and ordering supplies for OIRSA
* Sets up OIRSA graduate students with employment contracts and verifies required documentation; supervises graduate students throughout the academic year
* Assists with on-boarding and off-boarding of OIRSA staff
* Coordinates a conference room reservation schedule on behalf of the Provost's Office
* Plans and prepares logistics for office events
* Monitor progress of projects and surveys to ensure they are completed on time; communicates such timelines and progress with office staff


* Financial management and budget administration
* Monitors and ensures timely payment of expenses associated with the various OIRSA financial accounts
* Sole responsibility for the payment of all invoices and charges incurred by OIRSA
* Stays current with basic financial training related to Desktop Finance, Unimarket and other necessary systems
* Completes paperwork for survey prizes or incentives, such as Senior Survey, NSSE, etc.
* Prepares account analysis for OIRSA Vice Provost
* Reconciles monthly staff expense report statements; completes account maintenance forms when necessary
* Reviews Graduate Assistants offer letters for accuracy; ensures that letters are in compliance with University policies
* Reconciles monthly office accounts to ensure balances are in agreement with Banner Financial System
* Processes, tracks and maintains all records of purchase orders from requisition to receiving
* Approves wage timesheets
* Completes year end closing and reallocation processes for the office
* Performs financial duties while ensuring a balanced budget
* Serves as authorized signer for all OIRSA office accounts in absence of OIRSA Vice Provost and Director
* Responsible for purchasing supplies; manages and renews contracts for office equipment


* Provides administrative support to OIRSA Vice Provost, Director and Office
* Attends meetings, prepares notes, records, drafts and distributes minutes and other correspondence
* Maintains electronic calendar for the Vice Provost and Director of OIRSA, as well as handles requests for meetings and appointments with the Vice Provost and Director of OIRSA while taking into account competing needs and priorities
* Schedules diverse and complex appointments involving multiple individuals from within and outside the University
* Arranges travel itineraries and compiles documents for travel-related meetings; monitors travel expenses
* Answers telephones, responds to inquiries, directs calls and takes messages as necessary
* Provides backup research, including web searches, for special projects as required by Vice Provost and Director of OIRSA
* Assists OIRSA Vice Provost and Director with presentations
* Provides administrative support to office staff
* Plans and executes logistics for new-hire office staff searches
* Provides data, reports and account analysis of OIRSA accounts upon request
* Attends Business Manager meetings and reports back to the office with relevant updates; serves as Building Monitor for the office


* Provide administrative support to the faculty course evaluation process
* Assists Department Coordinators with individual requests
* Assists faculty with requests pertaining to prior semester(s) course evaluation summaries
* Generates summary requests used for promotion and tenure review cases, as requested by the Provost Office, Departments or faculty members
* Manages and controls access of Department Coordinators and Department Chairs in online evaluation tool; provides technical support for the evaluation tool
* Maintains an up-to-date list of Department Chairs, Department Coordinators and Program Coordinators


* Provides logistical support to survey research, data collection and data entry efforts for external reporting
* Maintains detailed records of data entry process, access and passwords to external agencies, file organization and archives related to all internal and external reports/submissions
* Maintains and reviews schedule for completing various deadlines related to surveys and compliance reports
* Contacts specific Departments to update information related directly to their area; collects the updated information and monitors response time to ensure reporting within the specified deadline
* Contacts internal and external sources as needed when collecting and verifying data
* Responsible for timely data entry, monitoring due dates and requesting deadline extensions if necessary
* Conducts and summarizes web searches in relation with these tasks
* Maintains file organization and archive system; scans documents when reporting cycle is complete
* Calculates percentages and basic computations related to survey data requests
* Establishes and monitors survey progress to ensure they are submitted on time



Qualifications:

* Associates Degree in Business Management or related field; Bachelor's Degree preferred
* Three to five years related work experience
* Excellent communication and interpersonal skills
* Solid writing ability and organizational skills; attention to detail is critical
* Solid analytical, decision making and problem solving skills
* Solid computer skills; must be experienced working with Word, Excel and PowerPoint
* Successful completion of standard background checks including but not limited to: social security verification, education verification, county and national criminal background checks, PATCH, FBI fingerprinting, Child Abuse Clearance. Based upon the requirements of the position Lehigh may also request credit history reports, motor vehicle checks and professional license/certification verification

FTE:

100%

Grade and Hiring Minimum:

7-37.5; $34,010

Salary commensurate with experience and qualifications. Salary adjustments for internal candidates comply with University policy. For more information contact Human Resources.

Required Documents Message:

Cover Letter, Resume