Administrative Support Coordinator - Business and Leadership

University of Puget Sound Job ID: 8638 Location: Full/Part Time: Part Time Regular/Temporary: Temporary Staff Posting Details Appointment: Regular, part-time (0.75 FTE, with some flexibility) position. This position can be full-time during the fall and spring semesters only or 30 hours per week year-round, for example, providing maximum hours are not exceeded during the fiscal year. Work Location: This position is based in Tacoma, WA, and is an on-campus role only. Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis. Position Summary The Program Coordinator supports the School of Business and Leadership (SBL) through a broad range of program support, office operations, budget tracking, and student worker supervision. Duties include providing first-line reception for the School of Business and Leadership; providing customer-focused support to current students, faculty, staff and alumni; maintaining budget records; providing day-to-day management of the general office; and overseeing student staff. Essential Job Functions And Responsibilities Coordinate the SBL day-to-day office operations, including but not limited to the following areas: Oversee public areas of the department to promote a welcoming and professional environment. Ensure a secure environment of offices and storage areas. Maintain departmental data including syllabi, vendor information and payment requests, program alumni contact information, experiential learning placement records, and other information as needed. Follow the Administrative guidebook regularly (updating as needed). Update School and program websites as directed or as needed. Stay current on technology, and support faculty and student staff in their use of technology. Proactively order and maintain office and faculty supplies and equipment. Request room reservations and submit facilities and catering requests. Procure, print and/or organize materials as needed to support faculty. Greet visitors, alumni, faculty and staff and answer phones when student staff are not available. Handle complex inquiries via written communications or phone interactions. Serve as department liaison to campus offices and departments. Treat all people with fairness and respect. Faculty and Program Support Responsibilities Support the faculty in their teaching, professional development, service, and advising roles to enable them to excel in all facets of their work. Coordinate logistics for department-sponsored events ranging from local information nights to international conferences. Support faculty in providing curricular and co-curricular opportunities for students. This includes, but is not limited to: Fostering connections among current SBL students, SBL students and faculty, and prospective students through effective communication and utilization of campus resources. Coordinating course-related and co-curricular support (e.g., managing events, field trips, and hosting of speakers; procuring resources for teaching, student clubs, and departmental events) as requested by the faculty and SBL Director. Administer and coordinate Faculty Evaluation Processes, including scheduling and processing student feedback surveys for faculty teaching; providing administrative support for the creation of faculty review files; and, assisting in scheduling class visits for evaluation purposes. Coordinate alumni relations as needed and requested by the faculty and SBL Director. This may include maintaining and establishing contact with alumni and encouraging alumni interest in current SBL programming; maintaining an alumni database; creating regular communication with alumni (newsletter, LinkedIn, personal communication), and supporting alumni-student connections. Student Supervisory Responsibilities Interview, train, and oversee student staff members on methods, procedures and projects that support SBL faculty and students. Oversee student staff members throughout the academic year as well as the summer session. Assign, oversee, review, and approve student staff work as they assist faculty and provide service to internal and external stakeholders. Coach, counsel, plan, monitor and appraise student staff job outcomes and performance. Set work schedules to ensure staff presence through working hours, approve timesheets, and create recognition and incentives for student staff. Attend supervisor training and utilize related campus resources, such as Career and Employment Services student staff supervision resources. Budget Responsibilities Support the SBL Director in maintaining budgeting responsibilities, including but not limited to: Recordkeeping for departmental operating, project, travel, and event budgets. Maintain budget records, schedule expenditures, coordinate purchases and monitor requests for disbursements while promoting effective management of available resources. Provide reconciliation support for faculty and departmental purchase cards. Assist in the preparation of the annual budget request process, analyze variances and initiate corrective actions. Create budget-related reports upon request. Director Support Responsibilities Support the Director of the School of Business and Leadership in areas such as those related to program management, student supervision, and budget recordkeeping, which includes but is not limited to the following: Assist in planning School of Business and Leadership faculty meetings. Provide professional and confidential support for faculty searches, coordinating logistics, scheduling and communication. Assist with on-boarding new faculty, including coordinating office space and university system orientation. Assist with Bulletin updates and course syllabi archives. Utilize PeopleSoft to support annual assessment reports. Assist with and attend special events such as Commencement-related gatherings, admitted student events, and awards and scholarship programs. Support the Director of the Business Leadership Program (BLP) in areas such as those related to program management, student supervision, and budget recordkeeping, which includes but is not limited to the following: Assist with BLP student recruitment. Provide assistance in monitoring seminar attendance and internship completion. Provide assistance with supporting BLP seminar-related events and the mentoring program. Qualifications Associate Degree and 2 years of related professional (including student employment) experience. Outstanding written, oral, and visual communication skills, including the ability to communicate clearly and with empathy in sensitive situations. Ability to organize, produce, analyze, prioritize and problem-solve with frequent interruptions and multiple deadlines. Ability to work effectively as part of a team as well as independently and unsupervised. Ability to be self-directed and creative when given tasks. Ability to delegate tasks and supervise others. Ability to maintain confidentiality of records and contacts. Proficiency in Microsoft Office Suite and Google Suite. Numerical aptitude. Familiarity with bookkeeping and budgets. Ability to build and maintain relationships within an organization and with external stakeholders. Demonstrated commitment to continuous learning. Ability to understand basic college logistics and roles. Ability to respectfully work and communicate within a diverse campus community. Compensation And Benefits Career Framework Information: Job Family: Administrative Support Level: S2 Pay Grade: 2 The anticipated rate for this position is $20.65 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations. Puget Sound offers a generous benefits package for eligible staff employees, including: Medical, dental, and vision Life insurance and long-term disability Employee Assistance Program Retirement plan options and 403(b) contributions Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays Education benefits, such as full tuition for eligible employees and their families Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!) Please Note Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits. Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits. Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits. This position is non-exempt from the provisions of the Fair Labor Standards Act. For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2026 Benefits for Staff Members in Non-Exempt Positions.pdf - Google Drive For the Campus Holiday and Bonus Day Schedule, visit: Application Deadline Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Required Documents Resume Letter of Interest 3 Professional References (At least 2 supervisors) Applications submitted without the required attachments will not be considered. All offers of employment are contingent on successful completion of all required background checks. University Diversity Statement We Acknowledge The richness of commonalities and differences we share as a university community. The intrinsic worth of all who work and study here. The investigation and reflection enhance that education upon multiple perspectives. We Aspire To create respect for and appreciation of all persons as a key characteristic of our campus community. To increase the diversity of all parts of our university community through a commitment to diversity in our recruitment and retention efforts. To foster a spirit of openness to active engagement among all members of our campus community. We Act To achieve an environment that welcomes and supports diversity. To ensure full educational opportunity for all who teach and learn here. To prepare citizen-leaders effectively for a pluralistic world. Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: The University of Puget Sound is an equal opportunity employer. #J-18808-Ljbffr University of Puget Sound