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Job Title:
Administrative Coordinator, the Shi Institute for Sustainable Communities
Job Family:
Administrative Support
Full-Time/Part-Time:
Full time
Compensation Grade:
4H
Pay Type:
Hourly
Department:
Sustainability
Job Summary:
Provides office and financial management, event coordination and hospitality for The Shi Institute for Sustainable Communities, housed in a LEED Gold, Southern Living magazine showcase home. Provides administrative and event support to the Executive Director, other staff of The Shi Institute for Sustainable Communities, and collaborators including community partners and Furman University students, faculty, and staff. Assists with financial processing and coordinates student hiring. The position is a twelve-month, full-time, 37.5 hour per week job that includes benefits.
Job Description:
RESPONSIBILITIES
General Administration and Management
1. Serves as first point of contact for The Shi Institute for Sustainable Communities by graciously and professionally greeting guests and visitors, answering and directing phone calls and sustainability e-mails, and ensuring timely responses.
2. Maintains the Shi Institute Cottage as an environmentally-progressive working and teaching space, coordinating staff and collaborator access, purchasing and stocking supplies, requesting building and technology repairs, supporting building conservation programs, and proactively addressing space-related needs, recommending and overseeing adjustments in the use of space. Maintains smart home technology.
3. Coordinates student hourly and fellowship application and selection processes, tracks external placements, initiates onboarding and payroll processing, allocates building access, and coordinating required cohort meetings throughout the year.
4. Maintains appropriate record keeping of all financial processes including those at the campus farm including receipt tracking, initiating invoices, and budget tracking.
4. Stays current on university policies that apply to Shi Institute operation and management. Participates in Shi Institute and university meetings, activities, and training as appropriate to develop knowledge of programs and collaborators.
5. Maintains contact lists for donors, students and alumni, and newsletter signup. Maintains digital sign for content and updates. Prepares documents for meetings, events, and calls.
6. Maintains shared calendar for staff and coordinates meeting schedules for Executive Director and other staff as needed.
7. Works with other staff to execute sustainability events including but not limited to end of year fellowship celebration, Faculty Affiliate gatherings, Sustainability Leadership Initiative meetings, and sustainability oriented Cultural Life Program events. Documents meetings and events through note-taking, photography, videography, and other means.
8. Receives, shares on request, and proactively maintains Shi Institute electronic, photographic, and paper files; as well as web-based media and accounts.
9. Manages and maintains Shi Institute library, including lending records.
10. Serves as a campus example of an individual pursuing sustainable living.
Workday Responsibilities
1. With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures associated with university, donor, foundation, and grant budget accounts. Makes purchases and reconciles university credit card statements for all institute staff. Competes all budget tasks in Workday and provides budget reports to staff, as requested.
2. Hires student workers for the Furman Farm, CASR, and others as needed through Workday, approves time cards, and addresses payment concerns.
3. Attends Workday training as needed.
4. Makes travel arrangements for Shi Institute staff and funded entities, including hotel, car, and airline reservations. Processes travel requests and completes travel expense reports in Workday in compliance with university travel policy.
5. Manages delegated Workday tasks for all staff and approvals/assistance for student workers.
6. Completes performance review process with supervisor to understand job performance expectations and how they fit into the institute and university goals.
Events and Hospitality
1. Receives and coordinates requests to use The Shi Institute meeting space from both Furman and external groups, provides organization and support for space use, gives tours to scheduled and unscheduled visitors.
2. Provides management and support for Shi Institute programs and events, including catering, entertainment, room reservations, invitations, university services (photography, public safety), special services (art exhibits, etc.), university guest travel arrangements, gifts, and set up.
3. Represents The Shi Institute at tabling and other events; speaks for/about The Shi Institute as needed. Travels as needed for external events.
4. Manages and maintains Shi Institute protocols for onsite events including rental contracts, payments, and event management.
Relationships:
Works with faculty, administrators, staff, and students on a continuous basis to exchange information, explain policies and procedures, arrange meetings, coordinate paperwork and to plan, coordinate, solve problems, or present information related to mutual goals.
Acts as first contact for The Shi Institute for Sustainable Communities.
Regular contact and coordination with Shi Institute staff, student employees, campus constituents, and the public.
Manages, monitors, and checks Shi Institute email addresses and general office voicemail boxes.
Responsibility for Final Decisions:
Responsible for own work. May assist or instruct others doing similar work, including student workers.
Tasks involve multiple procedures with interrelated processes or steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.
Reports To: Executive Director, The Shi Institute for Sustainable Communities
Most tasks are performed independently after consultation with appropriate staff person; unique issues or questions are reviewed with the supervisor.
Education/Skill Requirements:
o College degree preferred.
o Experience managing an office preferred.
o Ability to use word processor, spreadsheet, email, and other software successfully and accurately.
o Ability to complete numerical work (including budget/grant management) accurately.
o Ability to prepare correspondence using correct grammar.
o Excellent organization and communication skills.
o Ability to problem-solve and seek information and appropriate contacts to move tasks forward.
o Basic knowledge of and interest in sustainability.
o Willingness and enthusiasm for learning about sustainability-related ideas, innovations, and information.
Work Conditions:
Work is performed under usual office conditions in an environmentally-friendly Southern Living showcase building.
Work requires attention to detail and flexibility to assist the supervisor when needs arise.
Work requires:
o Frequent interaction with people.
o Frequent shifts in priorities.
o Handling of multiple tasks.
o Meeting daily deadlines.
o Handling confidential data.
o Moving and lifting related to arranging tables and chairs and stocking supplies.
o Driving on occasion to purchase supplies or run work-related errands.
o Willingness to work outside of usual office hours as needed.
o Willingness to travel as needed.
Education Requirements:
Certification Requirements:
Job Posting End Date (if date is blank, posting is open ended):
To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Administrative-Coordinator-the-Shi-Institute-for-Sustainable-Communities_R001954
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.jeid-5d587538ffe8bc40a057f60bd451df4f