Administrative Supervisor

Job Type: Location Type: Not Specified

 

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon’s top-ranked MBA program, the Northwest’s oldest law school, as well as MA/MFA programs at PNCA and master’s degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

ADMINISTRATIVE SUPERVISOR

This position serves as the College of Arts and Sciences Administrative Supervisor and provides administrative assistant and receptionist support for Economics, Politics/PPLE, Rhetoric, Sociology, Asian Studies, Film Studies, International Studies, Center for Asian Studies, College Colloquium, French/Italian, German/Russian, Japanese/Chinese, Spanish.

Duties and Responsibilities

The duties and responsibilities of this position include, but are not limited to, the following functions:

Administrative Supervisor Duties

• Approves hours and leave for Willamette College (WC) administrative assistants.
• Serves as resource/support for WC AAs with questions about processes, systems, and tools needed for their jobs.
• Conducts the evaluation process of WC AAs, in coordination with academic department faculty chairs.
• Organizes and leads monthly (or as needed) AA meetings.
• Serves as liaison between AAs and Dean as needed.
• Provides Dean with timely information about performance difficulties AAs are experiencing, and helps troubleshoot and/or implement PIPs or other interventions.
• Centralizes processes, ordering, and student staffing for academic buildings as necessary.

Administrative Coordinator Duties

As this position supports a portfolio of units, departments may not need all of these functions performed. However, it is the expectation that the administrative staff be able to perform these tasks if required by his/her department (s). The result may be that the staff performs one set of tasks for one department and another set of tasks for the other department(s). Further, as department chairs/program directors turnover approximately every three years, an incoming chair may require a different set of tasks to be performed. Administrative staff are expected to be flexible in handling changes in departmental support needs and expectations. It is recommended that the APA meet with each Chair/Director annually to review the job description and discuss tasks to ensure that expectations are aligned.

Administrative Management & Operations

Supports the units as office manager and uses business acumen to make decisions on behalf of the units; acting as liaison to areas across campus, such as Facilities, Accounting, Admissions, Campus Safety, WITS, and the Dean’s Office. Requires ability to work independently and prioritize workload to meet varying schedules.

• Coordinates the training and work assignment of student employees; may be the supervisor in some situations.
• Ensures that all maintenance needs for building(s) and equipment are attended to in a timely manner. Also ensures the cleanliness and upkeep of unit spaces by communicating issues with the appropriate office on campus and/or submitting work orders to facilities. May serve as building captain.
• Complete office tasks including opening/closing, establish and maintain files (electronic and paper), supply ordering, mail, copying, scanning, management of online departmental calendar(s) and other clerical activities
• Facilitation of assignments of offices, key requests, computers, telephones, signage, printers, etc. Coordinates details in preparation for departmental and program meetings; prepares agenda and other materials, presents reports as appropriate, takes and transcribes minutes, and performs necessary follow-up.
• Prepares and maintains various handbooks
• Composes letters, reports, minutes and other materials as directed
• Coordinates access to restricted classrooms, labs and storage

Budget & Personnel

This position is responsible for ensuring that revenues and expenses are appropriately categorized so that the Chairs, faculty and the Dean’s Office have an accurate assessment of financial status in all accounts. Understands university policy, process and procedures in order to ensure compliance and facilitate efficient financial management.

• Reconciles general fund and special accounts to ascertain appropriate balances and make adjusting entries as needed; prepares periodic financial reports; processes invoices, procurement cards, requisitions, expense claims, vouchers and journal entries; assists with budget preparation.
• Organizes, maintains records, and directs correspondence for annual evaluation of adjunct faculty.
• Supports searches for visiting faculty, adjuncts and new tenure track faculty.
• Maintains student employee personnel files and payroll records; approves timesheets

Academic Support

Provides hands-on academic support to the Chairs, full-time faculty and adjuncts. This position has capacity to support future faculty/personnel growth in the units. Requires ability to work independently and prioritize workload to meet varying schedules.

• Assists faculty with the timely preparation of course materials (including syllabi, exams and handouts), grant proposals and reports, annual reports, committee materials, course and sabbatical proposals.
• Assists with transportation needs for field trips and special events as requested

Events and Communication

Serves as the primary point of contact on behalf of the units in a friendly and cheerful manner so that interactions positively portray departmental and university programs, personnel and philosophies. Event coordination is approached in a self-motivated style so that tasks are driven by one’s initiative yet in collaboration with faculty.

• Responds to inquiries and requests from students and parents (both current and prospective), faculty, staff, and the public.
• Maintains unit bulletin boards, display cabinets, directories, email groups, websites, list serves, and social media. Submits information to university and/or external outlets to advertise and promote events
• Assists with scheduling of unit events and provides information to campus community and general public. Assists in the planning, budgeting, advertising, and execution of conferences, workshops, guest lectures, and other events. Oversees related travel arrangements and hospitality.
• Coordinates the collection of and contributes to content for publicity materials including newsletters, posters, brochures, press releases and various social media platforms. Serves as liaison with the University Office of Communications.

Performs other duties as assigned

• Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files, personnel actions, performance evaluations, grade reports, merit, promotion and tenure decisions, and similar confidential materials.
• Other duties as assigned including serving on college-wide or university committees on behalf of the department

Minimum Qualifications

• Bachelor’s degree and three years of general office experience of a progressively responsible nature, including bookkeeping, record keeping, navigating organizational policies and procedures to ensure compliance with rules and regulations, and providing excellent customer service to those whom the applicant supports.
• Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license or certification.
• Proficient knowledge of Microsoft Office programs, particularly Word and Excel.
• Familiar with bookkeeping software and/or enterprise-wide information systems.
• Skills in internet navigation and email and calendaring systems. Willingness and ability to learn new technologies associated with the job.

Preferred Qualifications

• Experience in higher education Website and social media maintenance
• Budget development experience
• Event coordination experience

Typical Work Schedule

Monday through Friday, 8 am to 5 pm.

Salary: $23.75/ hour

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

Applications will be reviewed on a rolling basis as received until the position is filled.

Incomplete applications will not be considered.

WILLAMETTE UNIVERSITY VALUES DIVERSITY:

Employment at Willamette University means being part of a community that values education and its impact on the world and is friendly, supportive, and increasingly diverse. Believing that diversity contributes to academic excellence and to rich and rewarding communities, Willamette is committed to recruiting and retaining candidates who bring to campus varied experiences, perspectives, and backgrounds.

BACKGROUND CHECK REQUIREMENT:
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.

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.

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. Once you submit your application you will not be able to edit your application.