Senior Administrative Coordinator - Huffington Ecumenical Institute, Jewish Studies, Catholic Studies and the Bioethics Institute

Under general supervision, the incumbent will keep Huffington Ecumenical Institute (25%), Jewish Studies (40%), Catholic Studies (10%) and the Bioethics Institute (25%) programs organized and ensure that everything runs smoothly. Directors and the Senior Administrative Coordinator will work closely together to develop mutually supportive expectations and relationships. Since events are generally held in the late afternoons, evenings, or weekends, the Senior Administrative Coordinator will be expected to occasionally work evenings and weekends.

POSITION SPECIFIC RESPONSIBILITITES/ACCOUNTABIITIES:

In cooperation with Directors, manage budget of the Programs.

• Collaborate with Directors regarding decisions of budget allocation and spending and determining feasibility of purchases and programming. 

• Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure department/program compliance.  Supervision of the Program budget remains the responsibility of the Director.

• Track, monitor, and maintain files relating to department/program expenses.

• Maintain accurate records and create/submit all necessary paperwork related to departmental/program operations, including PCard reports, travel expense reports, invoices and reimbursements, and reclassifications.

Collaborate with Director and/or faculty to manage and oversee event coordination and program meetings.

• Scheduling: Jewish Studies originates and cross-lists approximately a dozen or more courses each full term, and a few in the summer as well (including the annual summer abroad course to either Poland or Israel). Organizing the schedule, with its many parts, is as an integral part of the workload.

• Advise and coordinate planning process; may include scheduling meetings, creating and monitoring budgets, tracking spending, and creating agendas/programs.

• Manage and oversee publicity efforts as necessary.

• Serve as designated contact for guests and speakers.

• Arrange and/or provide hospitality and on-site support.

Manage all resources and operations necessary to the daily functioning of the department.

• Manage conference and communal spaces within Department/Program.

• Assess and manage common equipment, office materials, office space, and other resources (telephones, RMP lines, etc.) and assess and address needs of department/program.

• Serve as primary department liaison between Department/Program and all on- and off-campus offices, departments, and vendors.

• Serve as primary point of contact for visitors to the Department/Program, including students and off-campus guests.  Answer general questions and refer visitors to appropriate faculty or resources as necessary.

• Oversee updates and maintenance of Department/Program website.

• Maintain working knowledge of technology and equipment used by Department/Program and faculty, upgrading skills and knowledge as necessary.

• Support events in coordination with organizers, Dean’s Office staff (if appropriate).

Manage and supervise work study students to assist in daily Department/Program operations.

• Coordinate details of hiring process, including creating and posting job descriptions, recruitment, reviewing resumes, holding interviews, and initiating hiring process in conjunction with Student Employment Services.

• Oversee all aspects of work study student employment, including training, supervision, evaluation, and timecard management and approval.

Facilitate faculty recruitment/searches and the hiring/promotion process of tenure-line, term, and part-time faculty in cooperation with the Chair/Director.

• Assist Chair/Director with search process for tenure-track faculty positions.

• Provide administrative support for part-time faculty hiring process and full-time faculty promotion process.

• Provide support for departmental orientation for new tenure-track and contingent faculty on departmental resources, policies, and procedures.

Maintain records for Department/Program and faculty.

• Maintain confidential files as necessary, including emergency contact information, as well as any other confidential departmental documents.

• Compile and maintain records regarding syllabi, course descriptions, and final exams according to current university and college policies.

• Assist Chair/Director with assessment activities, compiling and maintaining records as necessary.

Represent LMU within the Bellarmine College of Liberal Arts community and at professional organizatio