Operations Coordinator and Executive Assistant

Wesley Center Operations Coordinator And Executive Assistant

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff and students cultivate an ethic of civic responsibility, social justice and inclusive leadership and service. Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

The Wesley Center Operations Coordinator and Executive Assistant coordinates the day-to-day operations of the Wesley Center along with offering administrative assistance to the University Chaplain & Director of the Wesley Center and the other professional staff of the Wesley Center.

Essential Functions And Responsibilities

Day-to-Day Main Office (318 Anderson) Operations

• Coordinate day-to-day operations of Wesley Center's Main Office, including supplies procurement, vendor communication, P/T Card reconciliations, mail coordination, and office organization and upkeep
• Serve as the main point of contact for visitors, phone calls, emails, and general inquiries; maintain professional and welcoming front-of-house presence and train and supervise student staff in doing the same
• Supervision, training, scheduling, and support of Wesley Center student staff based out of the Wesley Center Main Office
• Identify opportunities to improve office efficiency, implement better systems/processes, and maintain a positive, professional work environment

Direct Assistance to University Chaplain and Religious and Spiritual Life Support (RSL)

• Provide direct support to the University Chaplain and Director of the Wesley Center, including schedule management, answering and screening emails, keeping track of tasks and more
• Manage the planning and execution of RSL events, programs, initiatives, and publications, including for the Multi-Faith Baccalaureate ceremony, Holy Days calendar, Multi-Faith Alliance Scholars program, and the RSL student-led groups with occasional support from the Wesley Center Program Assistant.

Internal and External Communications

• Collaborate with Wesley Center professional and student staff across the department (including staff working in/responsible for the Basic Needs Office in 110 West Hall; The Gathering Place in 130 Sorin; The Wellspring on 3rd Floor of Anderson; and/or Reckoning and Repair Space, 3rd Floor of East Hall) to develop and implement and/or coordinate clear internal and external communications processes and content, such as coordinating calendars across the department, event approval and scheduling, use of the five spaces, the department-wide newsletter, social media platforms, website, etc.
• Develop and maintain positive relationships with important stakeholders, including university staff and community partners

Event Planning

• Manage the planning and execution of various Wesley Center events such as the annual Mahle Lecture, regular student group events, the Multi-Faith Baccalaureate, and the End of Year Awards Ceremony and Celebration.
• Coordinate all the Wesley Center internal outreach events in partnership with the Wesley Center Program Assistant, including those organized by New Student Programs, Alumni Office, Admissions Office, Career Development Center, HU Programming Board, Student Affairs Division, Student Activities and Leadership Development Office, among others.

Wesley Center Department staff and programs

• Attend Wesley Center Department staff meetings and staff retreats.
• Participate in the development, assessment and evaluation of learning outcomes.
• Assist any department staff and programs as needed

Student Affairs and Campus Responsibilities

• Participate in Student Affairs general meetings.
• Help plan and participate in end of year events such as Convocation, Commencement, and others.

Additional Responsibilities

• Perform other duties as requested.

Reporting Relationships

• This position reports to the: University Chaplain & Director of the Wesley Center
• This position does not supervise other employees
• This position will supervise 1-5 student workers

Budget Management Responsibilities

• Budget Range: This position is not responsible for the management of a budget

Required Knowledge, Skills, Abilities and Key Competencies

• Excellent organizational skills and attention to detail
• Strong collaboration and teamwork skills
• Intercultural and interfaith communication and collaboration skills
• Online platform and communication skills
• Knowledge and understanding of the student experience, higher education and mentoring
• Strong team building, leadership and coaching skills.
• Excellent independent problem-solving skills, including the ability to analyze problems, draw relevant conclusions and devise appropriate courses of action
• Excellent presentation, written and verbal communication skills
• Ability to speak clearly and concisely, conveying complex information in a manner that others can understand, as well as ability to understand and interpret complex information from others
• Experience and sensitivity working with students, staff, and faculty from diverse backgrounds.
• Experience with multicultural competencies and experience in diversity integration.
• Regular use of Google and Google Apps Suite.
• Be familiar and comply with the Family Educational Rights and Privacy Act (FERPA) and exercise best practices regarding the maintenance of confidential student information

Minimum Education/Experience/Expectations

• Bachelor's degree from an accredited college or university.
• Two (2) years of administrative assistance experience.

Preferred Education/Experience

• 1-3 years experience as an executive assistant
• Experience working in interfaith settings

Required Licensure/Certification/Registration

• N/A

Working Conditions / Equipment

• Must perform the following essential functions with or without a reasonable accommodation: Ability to travel on and off campus locations.

Additional Information

• Salary range for this position is 28,000-30,000
• This is a part-time, (0.75 FTE) exempt position which requires 30 hours a week, twelve months a year; or 33 hours for eleven months a year; or 36 hours for ten months a year. This position may require additional hours during certain periods.
• Occasional evening and weekend work is required.
• EEO/Diversity Statement Hamline University will not tolerate discrimination, harassment, or retaliation based on race; color; religion; creed; sex; sexual orientation; gender expression; gender identity; national origin; marital status; familial status; status with regard to public assistance; service with a local human rights commission; disability; age; or protected veteran status in its employment and educational opportunities. All questions marked 'Required' need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application. Since 1854, Hamline has set the standard for excellence in education, and we continue to do so today with the help of driven individuals who are dedicated to Hamline's tradition of doing all the good we can in all the ways we can. Our community of students, faculty, and staff take seriously the ideals of the universityscholarship, leadership, and fellowshipand work together to enact positive change locally, nationally, and globally. Join us and see how you can take the lead here at Hamline.