Silc Program Coordinator For Student Senate

Job Description

[60%] Senate Advising and Event Coordination:

• Plan and organize student senate events and meetings, collaborating with relevant stakeholders to ensure successful execution.

• Coordinate logistics such as venue booking, catering, and event equipment setup, providing on-site support as needed.

• Partner with the Shared Service Center to process financial transactions (purchase orders, contractual services forms, W-9s, travel paperwork, P-card use & reconciliation, etc.) in conjunction with the Student Senate Treasurer and Fund Development Director for Student Senate, Center for Community Outreach, Alternative Breaks, and student organizations funded through Student Senate.

• Collaborate with assigned SSC Accounting Specialist to purchase office equipment and supplies using state guidelines.

• Assist student organizations and vendors in preparing the paperwork needed for these financial transactions, solving any corresponding issues, and then making the purchases or payments.

• Coordinate the managing departmental budgets, including tracking expenses and reconciling accounts for the Student Senate and related activities.

• Cooperate with the finance department for invoice processing, expense reports, and budget allocations, ensuring compliance with financial procedures.

• Prepare budget forecasts and reports to facilitate informed decision-making.

• Confirm event submission and approval via Rock Chalk Central for student organization events seeking funding from Student Senate.

• Collaborate with SILC communication channels to promote the Student Senate's online presence, engaging with students and enhancing visibility through various platforms.

• Develop and implement tools for assessing student organization satisfaction with Student Senate and the Student Senate funding process.

• Utilize data and analytics tools to assess the impact of Student Senate initiatives, track key performance indicators, and generate reports for internal stakeholders, university leadership, and funding entities.

• Supervise Student Senate employees and student leaders, engaging in professional development and accountability conversations as needed to enhance the student leadership experience.

• Supervise the SILC Peer Outreach Team and any related student engagement efforts.

• Guide student organizations and Student Senate leaders in best practices to engage KU students and amplify their presence in the KU community.

• Develop protocols and procedures for managing unexpected challenges that may arise during events or within student organizations, ensuring swift and effective responses to maintain safety and mitigate disruptions.

[30%] Administrative Support:

• Prepare and distribute correspondence, memos, and reports in a timely and accurate manner.

• Maintain electronic and hard copy filing systems to organize documents and facilitate efficient information retrieval.

• Handle incoming and outgoing communications, including answering phones, responding to emails, and monitoring the main SILC email inbox.

• Interact with visitors to the office, providing assistance and referrals as needed, maintaining a welcoming environment.

• Demonstrate proficiency in office equipment usage, including the Multi-function Device (MFD), for tasks such as printing and scanning documents.

• Maintain and update databases and spreadsheets as required, ensuring accuracy and completeness of data records.

• Assist in data entry tasks and information retrieval to support administrative and operational needs.

• Oversee office logistics, including monitoring and replenishing office supplies to ensure smooth daily operations.

• Coordinate campus mail services for student organizations and SILC staff, facilitating efficient mail handling.

• Organize and maintain office layout and appearance to create a conducive work environment.

• Manage incoming and outgoing mail and packages, ensuring timely distribution and delivery.

• Manage calendars, schedule appointments, and coordinate meetings for the Student Senate and SILC staff.

[10%] Other SILC Duties and Responsibilities

• Support the Assistant Director and Student Senate Advising team in long-range planning of student senate engagement initiatives.

• Develop and strengthen meaningful and sustainable relationships with campus partners and stakeholders.

• Serve on internal SILC committees.

• Other duties as assigned by SILC Director and/or Assistant Director.

Required Qualifications

• Master's degree in Higher Education/Student Personnel, Social Work, Counseling, or a related field; or Bachelor's degree plus three years related experience working with college students through programs and services.

• Experience with hiring, evaluating, staff development, and training within a post-secondary education setting.

• Strong written communication skills and proficiency in using Microsoft Office suite.

Preferred Qualifications

• Experience with budget management, event coordination, and data management preferred.

• Knowledge of current issues in higher education and student development frameworks is desirable.

• Exceptional leadership, organization, and problem-solving skills.

Position Requirements

• This position is required to work on-site.

• Some evening and weekend work may be necessary.