Sr. Administrative Coordinator (Chemical and Biomolecular Engrg)

Sr. Administrative Coordinator (Chemical And Biomolecular Engrg)

The Department of Chemical and Biomolecular Engineering is seeking a Sr. Administrative Coordinator to assist the Head and Administrator. The Senior Administrative Coordinator will work with the Head and Administrators teams and be responsible for a wide range of administrative duties. Successful completion of work assignments involves a high level of judgment, tact, creativity, initiative, and attention to detail, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality.

The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and / or assigned leaders calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department / units budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the positions responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves / renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes / procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events / functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department / office events / functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and / or temporary office support, as needed.
• Other duties as assigned.

Position Specific Details - Supplemental Duties & Responsibilities

Minimum Qualifications

Preferred Qualifications

Technical Qualifications & Specialized Certifications

Technical Skills & Expected Level of Proficiency

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title : Sr. Administrative Coordinator Role / Level / Range : ATO 37.5 / 03 / OF Starting Salary Range : $21.25 - $36.90 HRLY (Commensurate w / exp.) Employee group : Full Time Schedule : M-F, 37.5 hrs wkly FLSA Status : Non-Exempt Location : Hybrid / Homewood Campus Department name : Dept of Chemical and Biomolecular Engrg Personnel area : Whiting School of Engineering