Administrative Coordinator of Academic Affairs

Pacific School of Religion in Berkeley, California is seeking an organized, analytical Administrative Coordinator with exceptional communication and problem-solving skills to assist the Dean, serve as first point of contact for the office of Academic Affairs, handle office duties and analyze and optimize office operations. The Administrative Coordinator will answer and route calls, guide visitors to the appropriate parties, field interdepartmental communications, and perform office tasks, including answering emails, delivering or responding to mailings, and maintain student and some faculty records. You will also analyze office processes and policies, develop creative solutions to problems, answer questions, and take part in team planning and scheduling.

To succeed as the Administrative Coordinator, you should be committed to providing attentive support for internal and external parties and ensuring consistent, efficient operations. You should be courteous, analytical, proactive, organized and possess excellent communication skills.

1.    Assistant to the Dean

Manage, calendar and track the Dean’s schedule. As first point of contact in the Academic Affairs office, the Administrative Coordinator channels inquires to the appropriate individuals, provides planning, minute taking and logistical support for meetings, events and retreats, and schedules visits of candidates, visiting scholars and other guests of the Academic Affairs office. Manage the Dean’s credit card reconciliations and other financial requests and transactions pertaining to the Academic Affair’s office, including some staff and faculty transactions. Administer and collect student evaluations at end of semester. Maintain accurate email lists (work with Endsight), onboard/offboard faculty and visiting scholars, assist the Dean (and Accreditation Liaison Officer) with accreditation procedures. Handle and manage routine emails, phone calls and visitors by directing them to appropriate offices, ensure that the Academic Office is well-maintained, organized and secure, and assist in other tasks as required.

2.    Coordinator of Academic Affairs Office

Provide timely and professional response and support for student course registrations, course and degree forms, SONIS inquiries and Moodle for students and faculty. Collect course scheduling forms in a timely manner, assist with new Moodle users. Manage Title IX and SaVe Act trainings, find and print transcripts as needed. Post and record student cash and check transactions to student billing accounts, work with Assistant Dean and Registrar as needed to file National Clearing House requirements. Assist VP of Enrollment and Directors of Admission and Financial Aid when necessary.

The duties of the Administrative Coordinator of Academic Affairs include, but are not limited to the following:

Book travel and accommodations

·       Process expense reports

·       Ensure faculty contracts and agreements are executed and routed appropriately

·       Perform duties associated with scheduling, organizing, and operating office related events and meetings

·       Draft and/or generate routine communications

·       Coordinate production and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays

·       Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

·       Process transcript requests, registration, and payments

Requirements

·       2+ years general administrative experience, or equivalent combination of experience and college level education

·       Strong attention to detail, organization, flexibility, and resourcefulness

·       This position requires a rapid pace, clear communications, prioritizing conflicting needs;

·       Able to handle matters expeditiously, proactively, often with deadline pressures.

·       A high level of discretion, critical thinking and impeccable judgement in handling sensitive and confidential information

·       Proven success building and maintaining relationships of trust, respect, and support

·       Strong verbal and written communication skills to interface with internal and external constituents

·       Approachable, resourceful, a creative problem-solver, and able to incorporate new and effective ways to achieve better results

·       Motivation to seek information from other offices and complete tasks with little direction. Must be a self-starter

·       Intermediate knowledge of database software and MS Word; knowledge of MS Excel, internet browsers and email usage

·       Experience with Student Information and Learning Systems, specifically SONIS and Moodle is highly desirable.

If you are independent yet collaborative, have a phenomenal appreciation for details and an advanced understanding of what's required to create a diverse and inclusive work environment, this position may be the right career opportunity for you!

Excellent Benefits

Health, vision, and dental

Generous vacation and holidays

37 hour work-week