Campus Services Administrative and Student Coordinator

Job Title: Campus Services Administrative and Student Coordinator Department: Campus Services Classification: Non-Exempt Grade: 9 FTE/Working Schedule: 1.0 FTE Position Overview: The Campus Services Administrative and Student Coordinator is a full-time position directly supports the Associate Vice President of Campus Services and the various campus services supervisors and departments as needed. Responsibilities will also include student worker employee; coordinating the hiring, scheduling, training and supervision of student employee within all campus services departments. This position also serves as backup to the print and mail services coordinators providing office coverage depending on the weekly needs of Mail and Print services. Compensation: The expected starting hourly range for this position is between $24.40 and $25.75. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility. Essential Job Functions/Responsibilities:

• Assist department leaders with the hiring, scheduling, and training of 25-35 student employees each term, as well ensuring adequate coverage over breaks. In coordination with department leaders, review student employee budget needs and utilization. Function as backup supervisor for student employees in campus services as needed.
• Act as first responder for all campus services inquiries. Prepare communications and respond to inquiries on behalf of the Associate Vice President for Campus Services.
• Schedule and coordinate appointments and meetings for the Associate Vice President of Campus Services
• Prepare and provide pertinent material in preparation for appointments and meetings.
• Exercises exceptional discretion and independent judgment in managing highly sensitive financial and student information. - Examples include access to CORD student records, responses to emergency management, and financial contracts.
• Prepare and provide pertinent enterprise risk management (ERM) material for the spring board of trustees meeting ERM presentation.
• Maintain departmental benchmarks and metrics for all units of Campus Services as requested by the Associate Vice President.
• Maintain understanding of all auxiliary services contracts, Verify accuracy of weekly and monthly contractor invoices (Barnes & Noble; Bon Appétit, CBord) before submitting through work day for approval of payment. Present discrepancies to Associate Vice President.
• Issue purchase orders and make purchase card payments for products and services required by the Associate Vice President of Campus Services.
• Verify accuracy of CBORD packing slips/invoices. Once authorized by Manager of One Card Services, pay with my purchase card or send to Business Office if Purchase Order.
• Process monthly vending reports for vending companies (C&S Vending) and submit for payment as needed. Deposit commission checks from these same companies.
• Assist with general office duties (e.g. open and screen office mail, filing, copying, collating, computer projects, making deliveries, general office errands, answering phones).
• Assist the Director of Security Services as needed with special projects and student staffing.
• Assist the Manager of Risk, Claims and Insurance in administrative tasks to include proof of insurance requests, claims processing and the annual renewal of various insurance packages for the institution.
• Assist the Manager of Campus Services, Print Services Coordinator and Mail Services coordinators in providing the campus community with high volume, specialty printing services and daily mail services in a timely, efficient, and cost-effective manner
• Assist the Conferences and Events department in the negotiation, drafting, and execution of the terms of Third-Party contracts and agreements, arranging for the facilities and services required, such as room rental and setup, catering and food service, housing, supplies, media, staffing for weddings/events. Verify all required documents have been received and processed to ensure a successful event.
• Maintain various websites under the campus services umbrella including Campus Services, Dining Services, Alumni Guest House, Security, etc.
• Maintain budget spreadsheet for Alumni Guest House.

Additional Job Responsibilities:

• Coordinate all campus committee, cross divisional and working group meetings lead or chaired by the AVP for Campus Services, Director of Security Services, Manager of Risk, Claims and insurance, Manager of Campus Services, Manager of One Card and Manager of Conferences and Events (Dining Office hours, Bookstore Committee, Enterprise Risk Management Annual reviews Security Advisory Group, Safety Committee, Transportation working Group, EV working group etc.) during academic year, take minutes and post required minutes on websites.

• Supervision Exercised: This position assists with the hiring, supervision, and evaluation of student employees that supplement all campus services operations and staff.

Education/Experience/Skills: Required:

• A bachelors degree with 2 or more years of experience in office management and administrative support, or commensurate experience in lieu of degree.
• Fluency with Microsoft Office Suite, including Word, Excel and PowerPoint, Microsoft Windows, email and electronic calendaring is essential.
• Mail industry experience and certification.
• Valid drivers license
• Ability to handle packages weighing in excess of 50 pounds verified by pre-employment physical exam (paid for by the College) are required.
• Work experience must reflect a demonstrated customer service orientation; strong written and verbal communication skills.
• Ability to multi-task (work on multiple projects simultaneously).

Preferred:

• Skills in technology to enhance transparency and efficiency, including scheduling software, reservation software, and third-party payment device software.
• Previous experience coordinating and maintaining work schedules for multiple individuals
• Computer proficiency with Adobe Reader, Illustrator, Acrobat, Photo Shop, and PrintNet is desirable.
• Evidence of strong supervisory skills: an interest in mentoring and supervising student employees; demonstrated problem solving and decision-making skills.

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization. A strong internal candidate has been identified. Review of applications begins immediately and continues until the hire is complete. We accept only online applications. Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply. Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 15 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Years. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service. Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

Information :

• Company : Carleton College
• Position : Campus Services Administrative and Student Coordinator
• Location : Northfield, MN
• Country : US