POSITION SUMMARY

This is a temporary position expected through June 30, 2024.

The Coordinator will provide administrative support to the Office of Research and Academic Support (ORAS) Dean and the Manager of the Dissertation Office as a key member of the ORAS team. The Coordinator will play a crucial role in supporting the efficiency and effectiveness of ORAS and the Dissertation Office and must be a professional and diplomatic liaison with a variety of audiences including University leadership, faculty, staff, students and other constituents. They will maintain a high level of confidentiality and discretion while serving in this role.

ORAS is seeking a Coordinator who is self-directed with strong organizational and time management skills and the ability to handle multiple priorities. The Coordinator will work both independently and as part of a team to organize tasks, problem-solve, and provide general office assistance, using good judgment, independent initiative, and a high degree of follow through. Working productively with persons with diverse identities and worldviews is paramount.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operational Support

• Work with the Dean of ORAS and Manager of the Dissertation Office to coordinate, schedule, and record meetings and take appropriate action on items resulting from meetings, communications, and other initiatives.
• Support Dean and ORAS team with project management using Microsoft Planner to prioritize and assign tasks to team members.
• Organize and maintain ORAS and Dissertation Office documents, records, and policies.
• Maintain records of student dissertation forms from committee selection through dissertation approval.
  • Assist with financial and budgetary activities, including:
  • Prepare check requests for dissertation committee member honorarium payments, dissertation publication fees, and other expenses.
• Monitor expenditures and keep accurate expense records for the Dean of ORAS.
• Support ORAS with survey creation, data collection, and tracking impact and effectiveness.
• Organize and manage events and programs for ORAS and the Dissertation Office including developing promotional materials and e-mail reminders to the community.
• Monitor and respond to Dissertation Office e-mail and assist with other administrative communications.

Outreach and Community Engagement

• Develop and manage the ORAS and Dissertation Office Web sites on the CIIS intranet, "CIIS Connect" on SharePoint, and ensure concurrence of content with ciis.edu external Web site.
• Assist with marketing and promotion of ORAS and Dissertation office events, trainings, workshops, and other initiatives.
• Liaise with Program Coordinators and Managers to promote ORAS services, disseminate policy, and schedule events and trainings.

Other Areas of Responsibility

• Participate in staff meetings, planning, and problem-solving meetings, and work as a core member of the ORAS team.
• Take trainings and courses on product changes, technical advancements, and new concepts as needed.
• Serve on University working groups and committees as appropriate and approved by the Dean or Manager of the Dissertation Office.
• Perform other tasks as assigned, as responsibilities may shift in response to Dissertation Office and ORAS needs and changes in the University (in specific) and higher education (in general).

MINIMUM QUALIFICATIONS

• 2 years of experience in administrative operational support, preferably in higher education.
• Experience working cooperatively and flexibly in a busy office and across departments, successfully balancing priorities and multitasking.
• Excellent verbal and written communication skills and demonstrated professionalism, in-person, over the phone, and online. The ability to authentically engage and listen attentively is critical for success.
• Familiarity with Microsoft 365 environment and Office Suite, including Word, Excel, Teams, One Drive, SharePoint.
• Keeping accurate records.
• Familiarity with budget administration and fiscal accountability practices.
• Familiarity with content management systems to maintain Web sites.
• Strong project management skills with the ability to track long-term, multi-stage processes simultaneously for multiple customers/stakeholders.
• Providing excellent customer service in all delivery methods (in-person, phone, written, online).
• Ability to operate under pressure and assign priority to simultaneous work needs.
• Problem-solving skills are required in discerning when and how to re-route or solve issues that can be handled at a lower level first and knowing when issues need the immediate attention of Manager of the Dissertation Office and/or the ORAS Dean.

Demonstrated commitment to access, equity, diversity, and inclusion through:

• Continuous engagement in intersectional self-reflection and cultural humility, insomuch as inclusive and mindful professional practices pervade, and equity is foregrounded in professional work.
• Mitigation of biases inherent in communications, policies, and identification of opportunities to address historical and current inequities in resources and services.

ENVIRONMENTAL DEMANDS

Occasional work performed alone. Continuous virtual presence for collaboration with others, and constant work around and with other people during scheduled working hours.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions in an office setting.

LOCATION

FLEX HYBRID - 1 day/week on campus (flex to add onsite as needed for events and with seasonal demand).

WAGES AND BENEFITS

Please note this position Part-time between .5 and 1 FTE. The compensation range: $28.50 - $30 (hourly)

NOTES TO CANDIDATE

• Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI ). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.