Posting Number: R0004984
Location: Salem Campus
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Instructions for Applicants:
Please read the following carefully before beginning the online application process.
To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.
Position Summary:
The Operations Administrative Coordinator (OAC) provides administrative support to the Chief Operating Officer, VP of Enrollment, AVP of Budget & Facilities, Chief Information Officer, and Controller. This role includes the following areas of focus: (1) strategic management of the above-mentioned operational units; (2) strategic support of the COO and other members of the operational team; (3) support of the scheduling and events unit. The OAC is supervised by the AVP of Budget & Facilities but resides near the units where the day to day work is performed.
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
JOB DUTIES

• Strategic management of the office of the Chief Operations Officer and associated positions
  
  • Facilitates communication between the Operations team and their direct reports, the Operations team and University leadership, and the Operations team and other campus partners.
  • Manages the Operations team calendars, correspondence, files and records, and travel, as well as providing budget support.
  • Provides or supervises front-line customer service for Operations team, including ensuring the appropriate and timely handling of sensitive matters.
  • Complete office tasks: establish and maintain files (electronic and paper), supply ordering, mail, copying, scanning, management of online calendar or web presence and other clerical duties.
• Strategic support of the COO and operations team
  
  • Coordinates details in preparation for key meetings; prepares agenda and other materials, presents reports as appropriate, takes and transcribes minutes, and performs necessary follow-up.
• Support of the scheduling and events unit
  
  • Assists Scheduling & Events Managers with contract creation, policy updates and maintaining the event management system and event web pages
  • Provides support around conference planning and organization, as well as client engagement.
• Other duties as assigned

Minimum Qualifications

• High school diploma or GED required.
• Three to five years of general office experience or a progressively responsible nature, part of which may be satisfied by education and training, including certification. The combination of education and experience provides the knowledge, skills, and ability to perform the essential functions of the position.
• Strong critical thinking skills.
• Strong proficiency in the use of MS Office software, particularly Word and Excel. Willingness and ability to learn new technologies associated with the job.
• Requires a high degree of customer orientation, effective communication and interpersonal skills.
• Superior organizational skills, ability to work on routine tasks, detail oriented, ability to set priorities, meet deadlines and follow projects through to completion.
• Ability to manage high volume workload despite frequent interruptions.
• Strong record keeping, proofreading, composition, spelling, grammar and punctuation skills required.
• Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty and students.
• Ability to exercise good judgement and diplomacy and to maintain confidentiality.

Typical Work Schedule:
Monday to Friday, 8 am to 5 pm (40 hrs/wk)
Physical Demands & working conditions:
Typical work is performed indoors in a normal office environment.
Salary: $23.26 per hour
Applications will be reviewed on a rolling basis as received and continue until the position is filled.
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Incomplete applications will not be considered.
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
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