Administrative Coordinator, Undergraduate Majors & Minors

Job Description Summary
The Administrative Coordinator provides administrative financial and event support to Attallah Colleges Undergraduate Education programs. The position serves as a primary contact for prospective and current students coordinates program events and faculty searches and processes purchasing and budget tracking for the programs. It reports to the Director of Undergraduate Programs and supports the broader Attallah College as needed. The position provides support to the Undergraduate (UG) Education programs and the Attallah College of Educational Studies as needed.

Responsibilities
Communications & Reporting: Handle email and phone communication with prospective and current students answering general questions. Assist in the creation of slide presentations for recruitment events Discover Chapman Day Preview Day Orientation and fairs/events. Assist with data collection and preparation for Undergraduate Program Assessment & Accreditation reports. Assist in the development of marketing materials for use in publicizing UG events and UG program changes (catalog program plans etc.). Coordinate all UG faculty searches including placing search ads collection and tracking of application materials communication with applicants and Faculty Affairs. Schedule and attend UG Education and Minors meetings prepare agendas take minutes and post to Sharepoint. Financial support: Provide UG Education and Minors program financial process support via initiating book orders swag supplies and processing purchase requisition orders and non PO payments Process financial paperwork for program and affiliated faculty. Track Program spending budgets and spending. Processing of items to be purchased/received check requests etc. and reconcile budget to actual reports. Events management: Coordinate all program events meetings and related logistics (Future Educators Forum Senior Symposium Graduation Receptions (includes managing award nominations and selections certificates programs support on day of event etc.) Admissions events advising conferences luncheons/dinners etc.) every semester. Includes processing contracts room scheduling and set-up food services RSVPs guest speaker arrangements parking services preparation of awards/managing award submissions flyers and event materials. Coordinate class schedules for Panther for a Day visits and fill in as staff for Panther for a Day tours. Student Retreat and meeting support: Booking space processing contracts ordering food coordinating university vehicles etc. Student support: Assist the Attallah Undergraduate Council with logistics of their tasks i.e. communication with students events planning providing raffle prizes etc. Facilitate permission number requests for each semester for all Attallah UG courses.

Required Qualifications
A minimum of 2-3 years experience in providing administrative operational and financial support to management. Demonstrated effective oral and written communication skills. Proven ability to exercise independent thinking and judgement to carry our duties in a timely manner. Ability to exercise initiative and work independently and as a team member. Demonstrated ability to use tact and diplomacy and to maintain a high level of confidentiality. Experience in providing administrative support in a professional office. Proficient knowledge and skill in Microsoft Office Suite applications. Strong technical skills to learn and use and train others on financial systems and tools Proven ability to prioritize duties when faced with interruptions distractions and fluctuating workload. Experience with planning and coordinating events Strong organizational skills to maintain files to schedule calendar and coordinate logistics for meetings and special events.

Required Experience:

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