Administrative Coordinator

Position Details

Summary

Operating Title Administrative Coordinator Long Classification Title Administrative Coordinator Campus Location Durham Department UNH Dining Administration Summary of Position

Under direct supervision of the Executive Director of Hospitality and Campus Services, this person provides coordination and administrative support to the HCS Executive Director and multiple departments within the HCS leadership team.

This position provides students, staff, and the public with general information regarding the overall functionality of the offices of University Dining, Campus Services, Transportation, Conferences, Catering, Retail and Concessions, Printing and Mailing, and manages various administrative processes within the HCS program and provides ongoing support for each department including oversight, planning, and coordination of the HCS recruiting events

Acceptable minimum level of education Acceptable minimum years of experience Additional Job Information Posting Number PS4573FY24 Other minimum qualifications

• High school diploma and four years of experience, or combination of experience, specialized training and higher education equal to four years.

• Comprehensive knowledge of office procedures and practices.

• Office support experience of increasing responsibility including three years of tracking and monitoring project and initiative progress.

• Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.

• Keyboarding and comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets, database management, and software applications, as required by department.

• Effective written and oral communication skills.

• Organizational and analytical skills, including the ability to evaluate work of others. Ability to create and analyze data reports using Excel

Additional Preferred Qualifications

• Ability to manage multiple priorities and calendars, and handle sensitive and urgent situations with discretion.

• Experience planning and implementing events, programs, or similar initiatives.

• Experience drafting executive-level communications and managing the calendar of executive-level administration.

Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Quicklink for Posting https://jobs.usnh.edu/postings/60757 Percent Time Information (FTE) 1.00 Grade 15 EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Institution Information

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire's lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here: https://www.unh.edu/hr/diversity-resource-guide

Posting Details

Posting Date 04/22/2024 Open Until Filled Yes Closing Date Posting Open to Internal Candidates Only? No Interested Internal Candidates Exist? No Job Category Hourly Staff (Non-Exempt) Appointment Type Regular If TERM position provide projected end date Equipment/Instruments

A working knowledge of Microsoft Office Suite, including Outlook, SharePoint and One Drive. Power Point and Excel.

Drivers License and Physical Requirements. Please check all items that apply. None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility

Under broad supervision of the Executive Director of Hospitality and Campus Services, provide high-level administrative support to the HCS Leadership team and HR Business Partners.

Administration and Database Management

• Maintain confidentiality when dealing with a wide variety of sensitive issues, concerns, and documents relating to the SLVP's Office and the University at large.

• Manage complex calendar for Exec. Director for Hospitality and Campus Services along with all meeting, conference, and travel accommodations for HCS and affiliated departments.

• Prepare agendas / presentations materials for meetings for leadership team and outside partners. Secure technology for meetings. Take meeting notes and minutes

• Respond to inquiries and answer questions regarding dining and meal plan purchases.

• Assist with Food Truck permitting for campus events and and annual permit holders.

• Assist purchasing and managing office supply inventory. Reconcile expenses and manage paperwork

• Perform mail merges for communication and distribution of employee-related materials; including employee databases, proofread and edit training documents and communications

• Compile and prepare reports from trainings, surveys, and performance evaluations

• Print, copy, and assemble materials for trainings: create and organize digital files for training documents

Duty/Responsibility

Communication and Advancement

• Provide administrative coordination and professional support for staff hiring and recruitment process including researching, coordinating, promoting and attending job fairs, and career fairs. Ensure open positions are advertised for events.

• Interact with outside constituents to ensure locations and sign permits are secured. Assist candidates with applications during and after job fairs.

• Liaise with marketing for branding guidelines to design, create and produce collateral for job fairs including internal flyers and posters community signage.

• Manage job fair materials and transport them to location.

• Coordinate and support annual J-Term training event. Schedule presenters, set up conference rooms, coordinate roster, determine supplies and technology, maintain attendance records for the events.

• Design and produce Student Life Bi-Weekly Newsletter. This includes developing the form for submission, establishing deadlines, creating layout design, proofreading & coordinating with distribution.

Duty/Responsibility

Support and Development

• Support event management and participate in student orientation and services as needed.

• Assist in research, analysis, and report development of strategic significance to the institution. Compile raw data, develop graphics, draft language, and combine both within written draft report format in collaboration with Leadership Team.

• Produce spreadsheets and power point presentations and graphs

• Utilize computer applications such as Microsoft Office, Banner, PeopleAdmin, Team Dynamix, graphic design, and UKG to produce final copy, distribute via PDF formats to senior executive management.

• Assist HCS departments as assigned to cover staffing needs, projects and committee duties.

Supplemental Questions