Leadership Administrative Coordinator

The LAC handles a wide variety of administrative activities to support strategic and operational initiatives.  The position includes regular engagement in highly confidential materials and requires the utmost of discretion.

Specific Responsibilities:                                                                                                                                           

• Provide administrative support to the VPFA, VPA, PO and OPSE:
  • Scheduling meetings and booking travel.
  • Track and reconcile purchasing card and travel expenses for VPFA and VPA.
  • Field telephone calls and inquiries, while maintaining a professional demeanor, on behalf of the PO and OPSE.
  • Draft, edit, duplicate, and distribute correspondence, reports, presentations, communications by e-mail, phone and in person.
  • Process invoices. 
  • Gather materials and research inquiries regarding potentially sensitive and/or confidential matters.
  • Order and keep inventory of office supplies for the PO and OPSE.
  • Greet and direct visitors.
  • Submit work orders and schedule maintenance of office equipment.
  • Review mail and distribute accordingly in a timely manner.
  • Coordinates institution-wide scheduling efforts through the Event Management System (EMS) for OPSE.
    • Provides scheduling support for the institutional calendar process
    • Generates EMS reports as needed
    • Develops and maintains strong relationships with campus partners
• Provide support and back-up to Executive Assistant to the President and other administrative colleagues as required.
• Think proactively, anticipate issues, and handle responsibilities with minimal oversight while functioning within a collaborative environment.
• Maintain office procedures and suggest efficiencies.
• Assist with various meetings and events, as required.

Qualifications:                                                                                                                     

• High school diploma required.  An associate or bachelor’s degree preferred.
• 2 - 5 years of previous administrative experience supporting high level administrators, preferably in an academic environment, is required.
• Demonstrated flexibility to handle multiple tasks simultaneously, solve problems, act with discretion and maintain professional demeanor at all times.
• Solid organizational skills and attention to detail, the ability to work effectively in a fast-paced environment, communicating actively and clearly.
• Working knowledge of MS Office products including Word, Excel, PowerPoint, and Outlook is required.
• Exceptional written and oral communication skills and ability to interface with all levels of staff including administration, faculty, staff, and students, as well as board of trustees and major donors.
• Sound judgment and ability to deal effectively with matters of a highly visible and confidential nature.
• High degree of professionalism, initiative, integrity, urgency, and motivation. 
• Ability to collaborate with colleagues in creating seamless work processes, scheduling, and communication.

Other Duties:                                                                                                                       

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position.  They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Job responsibilities and activities may be modified or changed at any time with or without notice. Job descriptions will be audited periodically by the Ursinus Human Resources department to ensure they are up-to-date and reflect the essential responsibilities and duties of the job.

 

Equal Employment Opportunity Statement
Ursinus College is a selective, independent, co-educational, residential liberal arts college of approximately 1500 students located about 25 miles northwest of center city Philadelphia. With a diverse community of students, it is an expectation of all faculty to contribute to the inclusion, engagement, and success of all students. Ursinus is an EO/AA employer.  Ursinus College does not discriminate on grounds of race, color, national origin, ge