Administrative Coordinator Westhampton College

For consideration, please submit a resume and cover letter.

POSITION SUMMARY: This 10-month position provides administrative support for Westhampton College and the will program, performing and coordinating a variety of administrative, fiscal, and support activities. Some of these duties require advanced or specialized knowledge and skills, including budget administration, event planning and program support, website maintenance, creation and maintenance of spreadsheets and other specialized recordkeeping, database management, and report creation; may also participate in specified information-gathering projects and tasks. The Administrative Coordinator works collaboratively with students, faculty, staff, families, alums, and other University offices, as well as with outside vendors.

*This position reports to the Senior Associate Dean, and works closely with the Director of the will Program, who will participate in goal setting, supervision of work, and performance feedback.

JOB DUTIES/RESPONSIBILITIES:

Administrative and Program Support (50%):

• Provides administrative and program support to both Westhampton College and the will Program, in accordance with University of Richmond and Westhampton College policies and procedures.
• Supports multiple student leadership teams on logistics and communication matters, including room reservations, communicating with vendors and University partners, and budget support.
• Creates, updates, and maintains files, inventories, and records; implements and maintains data management systems; manages logistical and other support for student application, nomination, and recognition processes and maintains related records and data, including for Westhampton College senior awards and the will application and acceptance processes.
• Prepares and delivers various marketing and program materials including flyers, invitations, and name tags for meetings, events, and conferences.
• Monitors, reconciles, and assists with fiscal administration, including processing honoraria, travel expenses, reconciling purchase cards, issuing checks requests, and monitoring the budget.
• Compiles information and data, in reports, spreadsheets, or other forms, related to Westhampton College and will events, conferences, membership, participation, and budget.
• Manages program and event calendars, including serving on the Programming Committtee, and makes travel arrangements.
• Updates and maintains event/program web pages.
• Edits administrative reports, emails, and other documents.
• Shares office coverage and maintenance with other Administrative Staff.
• Works as part of the Dean's staff to improve the workflow of the office as a whole and to communicate a positive image to students, parents/families/guardians, the community, the public, and other offices on campus.
• Contributes to staff meetings, trainings, and retreats in support of achieving College goals.
• Performs other duties as assigned.

Event Coordination and Support (50%):

• Provides primary support for a wide variety of large and small events, including scheduling venues, determining menus, arranging reservations and accommodations, working with outside vendors, tracking expenditures, maintaining necessary financial records, distributing event information, and attending/staffing these events.
• Works collaboratively with campus and Richmond community partners on University-wide events including programs, the speaker series, and conferences as well as Westhampton College's and will's responsibilities in orientation, commencement, and alum events.
• Manages invitation and reply processes from start to completion, including developing and maintaining invitation lists, creating and compiling invitation materials, organizing response systems, and communicating with invitees via email, phone, or in person.
• Collects and maintains data on participant information, event registration, ticket sales, publicity, and attendees.
• Performs other duties as assigned.

CONTACTS:

• Students, Administrators/Staff, Faculty, Family, Alums, Outside Vendors, Community Members from the University and the Greater Richmond Community

QUALIFICATIONS:

Knowledge, skills & ability:

• Ability to provide support and care for students and to help create thriving and inclusive communities.
• Ability to work in a student-focused, fast-paced, convivial environment.
• Demonstrated proficiency in interpersonal, written, and oral communication skills and excellence in editing and proof-reading.
• Excellent organizational and problem-solving skills.
• Passion for and interest in Diversity, Equity, Inclusion, and Belonging (DEIB) issues, Gender and Sexuality Studies (GSS), and social justice, including advocacy and support for all gender identities, historically underrepresented students, and LGBTQIA individuals.
• Ability to work independently with minimal supervision; ability to problem solve; ability to multi-task.
• Knowledge of finance, accounting, budgeting, and cost-effectiveness procedures.
• Strong project management, organization, and coordination skills.
• Word processing and data entry skills; website management, high proficiency in spreadsheets and database management, and records management skills.
• Ability to compile information, gather and analyze data, and generate reports.
• Ability to maintain calendars and schedule appointments.

Education & experience:

• High school diploma or the equivalent required, college degree preferred
• 2-4 years of administrative support experience required
• Demonstrated project management required
• Previous student development and higher education experience preferred with an emphasis on helping create a thriving and inclusive community

Salary: Pay Grade 4, $18.34 to $24.30 per hour

Schedule:

• Full-time benefited non-exempt; 10-month position
• Monday through Friday, 8:30 am to 5 pm; 38.75 hours per week
• Some evening and weekend work required

For consideration, please submit a resume and cover letter.