Administrative Coordinator, Office of… at Wake Forest… · Winston-S…

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

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Job Description Summary

Coordinates administrative and operational activities in order to accomplish goals.

Job Description

Summary:

This on-campus position performs and coordinates multiple administrative functions in the Office of Academic Advising, including serving as an initial and ongoing point of contact for students, parents, faculty, campus partners, and parties outside the University; maintaining daily operations in a fast-paced student-, faculty-, staff- and parent facing office; and assisting OAA leadership in carrying out their responsibilities.

*This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions:

• Engage in independent, professional, helpful, and accurate verbal and written communication with multiple constituencies, in accordance with academic policies and procedures.

• Serve as primary point of contact for scheduling, calendar management, and follow up communication for the Associate Dean for Academic Advising. Engage in similar tasks for OAA Assistant Deans and for the Associate Dean for Academic Planning as needed.

• Maintain a consistent presence in the Office of Academic Advising, including opening and closing the office.

• Serve secondary presence at OAA’s front desk when the Academic Advisor primarily stationed there is managing other duties. Front desk duties include answering the phone, greeting students and other visitors, managing walk-in traffic, and assisting staff in maintaining their schedule of appointments throughout the day.

• Coordinate logistics and planning for departmental meetings and events (e.g. leadership team, staff meetings, commissions, ad hoc groups, etc.); prepare agendas and takes notes during meetings, as required.

• Assist with budget oversight by reviewing, tracking, and approving expenses and performing regular reconciliations to ensure accuracy and compliance.

• Maintain OAA supply inventory, order supplies, and ensure furniture, equipment, and facilities are in working order.

• Coordinate OAA events and programs, including scheduling, room reservations, catering, supplies and other necessary event tasks.

• Manage travel, to include scheduling, itineraries, airline reservations, car rentals, hotel reservations, conference registration, and related tasks for OAA.

• Provide support for data and project management; conduct project-specific research. 

 

Other Functions:

• Assist staff as needed in processing changes in student enrollment status and communicating updates to the Office of the University Registrar and Student Financial Services. 

• Execute various OAA tasks in Workday as needed, per request of OAA leadership.

Additional Job Description

Required Education, Knowledge, Skills, Abilities:

• High school diploma plus one to three years related experience, or an equivalent combination of education and experience. 

• General knowledge of office management procedures and techniques.

• General knowledge of budget systems and financial and accounting procedures.

• Ability to demonstrate effective communication skills both verbally and in writing.

• Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, database programs, and other software.

• Ability to operate peripheral office equipment (e.g., digital camera, scanner).

• Ability to maintain confidentiality of records and information.

• Ability to organize office workflow and prioritize work assignments.

• Accuracy and attention to detail.

• Ability to interact with students, faculty, staff, and administrators with diverse backgrounds.

• Ability to update skills on a continual basis.

 

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree plus one to three years related experience or an equivalent combination of education and experience.

 

Accountabilities: 

• Responsible for own work.

• Budgetary Responsibilities.

• Responsible for provision of accurate information per university policies and procedures.

• Responsible for adherence to laws, policies, and norms regarding confidential information.

 

Physical Requirements:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. 

Environmental Conditions: 

Indoor office environment, in an office and/or open reception desk in the Office of Academic Advising.

 

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.