Administrative Coordinator
hace 8 días
Los Angeles
Job Description This is a contract opportunity, temp position, 40 hrs. a week for approximately 6 months with the option to go full time with our customer. Customer is a Top 5 school in LA Prior experience in an academic environment is highly desirable but not mandatory Parking is paid. Position Specific Responsibilities/Accountabilities • OFFICE MANAGEMENT (35%), • Serve as the primary contact for all department project and initiatives. Coordinate and implement all public relations and recruitment activities., • Work as a liaison to the Controller, Library, Extension, Registrar, ITS, Facilities Management, Office of Research and Sponsored Projects, University Relations, Terminal 4, and other internal and external constituencies as needed., • Serve as a resource for all personnel, speakers, guests, donors, partners, and university administrators. Support preparation of all documents and packets associated with such interface., • Staff department Center; work closely with department Program Coordinator and Grant and Budget Specialist to maintain confidential files., • Coordinate and oversee projects conducted by graduate assistants, interns and work study students. Support Ed.D. fellows, research associates., • Coordinate internal office activities. Provide guidance and support in troubleshooting office equipment and prepare manuals and/or documents to detail use of office software (e-mail, word processing, Banner, Live Text, etc.), • Purchase office and other supplies. Track and maintain inventory of supplies and assets., • Coordinate the maintenance of department mailboxes and electronic accounts., • PROFESSIONAL DEVELOPMENT PROGRAMS (20%), • Support professional development and certificate course offerings. Create flyers, oversee recruitment efforts, address inquiries, provide registration assistance, troubleshoot issues, schedule instructors, prepare course materials for distribution, coordinate support technology, schedule rooms and order all appropriate materials/catering, process related invoices and budget paperwork., • Respond to prospective certificate program, professional development, and partnership participants., • Coordinate, schedule, and staff all activities for the department program including, but not limited to Featured Speaker series, certificate programs, signature institutes, committee meetings, advisory panels, webinars, program orientations, and special events/conferences., • CEEL COMMUNICATIONS & OUTREACH (20%), • Review and edit content for University website, publications, and written communications to ensure current, relevant, and consistent dissemination of information., • Coordinate the maintenance of department databases, interest forms, and contact lists., • RESEARCH, IMPACT DATA, ASSESSMENT AND CONTINUOUS IMPROVEMENT SUPPORT (10%), • Support research procedures and processes. Maintain system(s) for tracking, monitoring, and reporting on website analytics, professional development evaluations, certificate program surveys, grant activities, student enrollment, and other department initiatives., • Schedule required visitations/observations, prepare and submit invoices related to research and evaluation and oversee related budget items. 5. BUSINESS SUPPORT (10%) • Assist with department programs and associated grant budgets. Process University card documentation and related paperwork, requisitions, travel reimbursements, and stipend requests., • Track and process consultant invoices and all additional requirements, following established university protocol. Assist in technical aspects of all budgets, including communications between department program(s), Center, interdepartmental procedures, and document compilation and organization. Assist in the preparation of monthly budget reports. 6. OTHER DUTIES (5%) • Typically, a high school diploma or equivalent. Preferably a bachelor’s degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes., • Minimum two administrative experience, preferably in an academic environment., • Exemplary communication skills (both written and oral) evidenced by background in preparing reports and executive summaries incorporating complex information, • Ability to multi-task, plan, organize and execute day-to-day operation; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize and delegate the flow of work on a daily basis; ability to write and edit, prepare memos and minutes, type reports and other documents efficiently., • Highly developed organizational and customer service skills. Physical Demands The employee will frequently sit; talk; hear; use hands and fingers to handle, feel or operate objects, tools or controls; reach with hands and arms. The employee will occasionally walk and must occasionally lift and/or move objects up to 25 pounds. The employee must be able to see closely and be able to adjust focus for use of computer and distance visibility. Company DescriptionKapson Talent Solutions stands as a distinguished leader in the realm of staffing and recruitment, reshaping the landscape of human capital management. With our headquarters situated in the picturesque Rancho Palos Verdes, Kapson extends its influence across 11 markets within the United States. Our commitment to each professional relationship is underscored by a pioneering approach, industry-leading insights, and a personalized touch. At Kapson, our hallmark is professional staffing excellence. We offer a comprehensive suite of staffing services, providing unparalleled solutions in the form of Contract, Contract-to-Hire, and Direct Hire services.Kapson Talent Solutions stands as a distinguished leader in the realm of staffing and recruitment, reshaping the landscape of human capital management. With our headquarters situated in the picturesque Rancho Palos Verdes, Kapson extends its influence across 11 markets within the United States. Our commitment to each professional relationship is underscored by a pioneering approach, industry-leading insights, and a personalized touch.\r\n\r\nAt Kapson, our hallmark is professional staffing excellence. We offer a comprehensive suite of staffing services, providing unparalleled solutions in the form of Contract, Contract-to-Hire, and Direct Hire services.