Job Details

Administrative Coordinator

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 07/15/2019

Working at Lewis & Clark College
The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Purpose
This position provides administrative support for the academic programs in Gender Studies and Ethnic Studies, and for two of the annual symposia, the Gender Studies Symposium and the Ray Warren Symposium on Race and Ethnic Studies. The positions includes hiring and supervision of student workers.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers

What You'll Do

* Monitors the budget for both the Gender and Ethnic Studies programs. This includes arranging reimbursements, forecasting future budgets, making purchases and orders supplies, managing the program's purchase card and allocating those purchases via the Bank of America "Works" website and reconciling records with the business office.

* Coordinates the day-to-day operations for the Gender and Ethnic Studies department. Reserves rooms and arranges meetings, prepares agendas and writes minutes. Organizes meetings and agendas for the Gender Studies Steering Committee and Ethnic Studies Steering Committee. Submits program information to the Dean's office and complies information such as 4 year staffing plan, current minors, and current list of course electives. Submits changes as needed on CourseLeaf.

* Manages publicity and communication for Gender and Ethnic Studies. Maintains both department websites and facebook pages. Creates all publicity material for programs. Provides information and customer service to students, staff, faculty, and outside community.

Administrative Support
* Provides administrative support for the annual Gender Studies Symposium and Ray Warren Symposium on Race and Ethnic Studies. Works closely with the symposium faculty director and student co-chairs on various aspects of the event, including planning meetings, speakers arrangements, publicity, mass mailings, budgets and payments, catering, and facilities logistics.
Creates symposium signage using graphics provided from the Publications and Communication office. Creates the symposium program and Call for Proposals using InDesign software. Coordinates with outside vendors when needed in creating other symposia publicity materials, purchases all snacks for planning meetings and any other supplies needed for the event, maintains the symposia mailing list and works with outside vendor (Modern Postcard) in submitting updated lists for mass mailings. Provides logistical support during the event.

* Coordinates all events related to the Gender and Ethnic Studies programs including determining dates, speaker logistics, facilities logistics, and all publicity including creating materials for print and online. Works directly with the Events and AV office. Coordinates with other departments in co-sponsorship when appropriate.

* Leads the two student assistant work study positions including advertising, hiring, training and managing schedules and workload. The student work study positions support both programs and symposia.

* Coordinates the admissions and payments for the Tepoztlán Institute conference which happens annually in July. Processes all payments , tracks payments (specifying registration, guest, and lodging) and maintains the current financial reports, works with participants in creating admissions letters and other official Tepoztlán acceptance forms as needed, coordinates with the Tepoztlán directors.

Must Haves
* High school diploma plus 3 years of related experience. A Bachelor’s or AA degree may be required for some positions. Additional directly-related job experience may be substituted for a college degree.
* 2 years of relevant administrative experience.
* Experience with events.

Nice to Haves
* Bachelor's degree
* 4 years of experience in college or other educational setting.
* Experience in design and editing.

Work Schedule
* Hours per week: 25.13 hours
* Benefits Eligible: Yes

Pay Rate
* $20.76 per hour

Physical Requirements
* The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions.
* Bending, kneeling/squatting, twisting, climbing (stairs), standing, driving, sitting, walking, grasping/gripping, pinching/squeezing, reaching, pushing/pulling, repetitive hand movements (e.g., typing), seeing, talking, hearing

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

Complete details: