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Senior Administrative Coordinator

Position Summary:  The Senior Administrative Coordinator is responsible for assisting with the daily operations and administrative aspects of Sanford Management Team.  Provides on-site management support of centralized administrative duties and related office operations directly and/or indirectly through supervisors.  Serves as the central information point of contact within department to facilitate management/administrative communication.

Essential Functions:

  • Plans and organizes administrative support activities; establishes procedures, practices, and work methods to increase work unit effectiveness and efficiency; coordinates work performed in support of one or more functional units by providing central authority, disseminating information, determining assignment of functional responsibility, designing filing systems; reviewing and approving supply requisitions.
  • Develops work unit specific databases and other record management activities; coordinates the production of such documents as board letter, complex statistical reports, or public presentation/information materials; schedules work.
  • Participates in the planning, tracking, implementation and coordination of large-scale meetings for the leadership team and Executive Director including venue reservations and associated logistics for the office of the Sanford Programs.
  • Provides executive level support to the office including, but not limited to, meeting database management, complex travel itineraries and briefings and intricate and evolving calendar management.
  • Manages Sanford Education Center program budgets, scheduling expenditures; analysis of variances.
  • Provides exceptional customer service on behalf of the Office and Sanford Programs and assists in maintaining an office environment that is sensitive and responsive to the needs of the University’s internal and external communities.
  • Greets guests, answers multiple phone lines and relays messages using sound judgement.  Ensures the highest level of diplomacy and discretion when interacting with visitors and callers.
  • Discerns the nature and purpose of visits and calls with professionalism and exceptional customer service.  Acts as a liaison to a broad range of constituents including Sanford visitors, partners and clients.
  • Maintains professional and technical knowledge by attending educational workshops; enrolling in technical and project management courses and on-going professional development training via Lynda.com and other resources.

Supervisory Responsibilities: Hire, train and develop (2) staff members

Requirements:

Education & Experience

  • Bachelor’s Degree preferred; business, management, communication or marketing
  • Five (5) years related administrative support experience in a professional, fast-paced office environment
  • Direct project management experience and use of Asana or Basecamp a plus
  • Experience within an HR department a plus

Technical / Functional Skills

  • Proven ability to mediate and resolve conflict, demonstrated interviewing skills, ability to handle multiple tasks in a demanding environment, higher sense of ethics, action-oriented with proven ability to make decisions.
  • Proven interpersonal, oral and written communication abilities.
  • Established problem-solving abilities and resource application.
  • Knowledge of windows applications and management systems; ability to adapt to new systems.
  • Ability to manage a variety of activities simultaneously while working at a fast pace with accuracy and attention to detail.
  • Knowledge of office practices and procedures.
  • Automated and manual records management; prepare a variety of documents and reports.
  • Ability to exercise discretion and independent judgement; make recommendations.
  • Strong leadership, administrative, organizational, managerial and communication skills.
  • Proven analytical abilities.  Must be a logical thinker with strong problem-solving skills.
  • Demonstrated ability to manage large budgets.

Competencies

  • Interaction with Others/ Communication – Provides motivation, empowerment, and direction to students and entry level staff.  Fosters a team working environment.  Recognizes and rewards others for their contributions.  Maintains confidentiality of all information.  Requests resources that are needed for staff to do the job well.
  • Customer Service – Personally committed to understanding and meeting the unique needs of external and internal customers.  Models and reinforces customer service behaviors.  Demonstrates a high level of skill in resolving difficult customer situations.  Assists in creation of an organization that is dedicated to measurable service excellence.  Assists with quality priorities and goals to ensure continuous improvement.
  • Expertise/Continuous Learning – Assists in developing short- and long-term business plans that embody the vision and mission of the business unit and the University.  Engages in continuing education opportunities.  Understands and model’s organizational mission, vision and values.  Uses information and data to ensure improvement projects/changes are grounded in facts.
  • Resourcefulness/Results – Monitors/assists employees as needed when job aids or resources are required to enable safe and efficient operation.  Contributes to financial planning initiatives.  Provides input and recommendations when discussing budget needs.  Ensures staff in areas of responsibility are using resources efficiently and effectively.
  • Personal Accountability – Takes responsibility for own work and provides support to others in accomplishing their work.  Positively represents the unit, department, and/or the University on policy, programs, or objectives.  Uses critical-thinking skills when interpreting and following policies.  Ensures staff time worked and reported is accurately reflected.

Physical Demands / Environment

Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures and viewing a computer terminal. The work is performed in an office environment.

Travel:  Less than 10%

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