Operations Coordinator and Executive Assistant

Hamline University•Saint Paul, MN

7d•Onsite

About The Position

The Wesley Center Operations Coordinator and Executive Assistant coordinates the day-to-day operations of the Wesley Center along with offering administrative assistance to the University Chaplain & Director of the Wesley Center and the other professional staff of the Wesley Center.

Requirements

Bachelor's degree from an accredited college or university.
Two (2) years of administrative assistance experience.
Excellent organizational skills and attention to detail
Strong collaboration and teamwork skills
Intercultural and interfaith communication and collaboration skills
Online platform and communication skills
Knowledge and understanding of the student experience, higher education and mentoring
Strong team building, leadership and coaching skills.
Excellent independent problem-solving skills, including the ability to analyze problems, draw relevant conclusions and devise appropriate courses of action
Excellent presentation, written and verbal communication skills
Ability to speak clearly and concisely, conveying complex information in a manner that others can understand, as well as ability to understand and interpret complex information from others
Experience and sensitivity working with students, staff, and faculty from diverse backgrounds.
Experience with multicultural competencies and experience in diversity integration.
Regular use of Google and Google Apps Suite.
Be familiar and comply with the Family Educational Rights and Privacy Act (FERPA) and exercise best practices regarding the maintenance of confidential student information

Nice To Haves

1-3 years experience as an executive assistant
Experience working in interfaith settings

Responsibilities

Coordinate day-to-day operations of Wesley Center’s Main Office, including supplies procurement, vendor communication, P/T Card reconciliations, mail coordination, and office organization and upkeep
Serve as the main point of contact for visitors, phone calls, emails, and general inquiries; maintain professional and welcoming front-of-house presence and train and supervise student staff in doing the same
Supervision, training, scheduling, and support of Wesley Center student staff based out of the Wesley Center Main Office
Identify opportunities to improve office efficiency, implement better systems/processes, and maintain a positive, professional work environment
Provide direct support to the University Chaplain and Director of the Wesley Center, including schedule management, answering and screening emails, keeping track of tasks and more
Manage the planning and execution of RSL events, programs, initiatives, and publications, including for the Multi-Faith Baccalaureate ceremony, Holy Days calendar, Multi-Faith Alliance Scholars program, and the RSL student-led groups with occasional support from the Wesley Center Program Assistant.
Collaborate with Wesley Center professional and student staff across the department to develop and implement and/or coordinate clear internal and external communications processes and content, such as coordinating calendars across the department, event approval and scheduling, use of the five spaces, the department-wide newsletter, social media platforms, website, etc.
Develop and maintain positive relationships with important stakeholders, including university staff and community partners
Manage the planning and execution of various Wesley Center events such as the annual Mahle Lecture, regular student group events, the Multi-Faith Baccalaureate, and the End of Year Awards Ceremony and Celebration.
Coordinate all the Wesley Center internal outreach events in partnership with the Wesley Center Program Assistant, including those organized by New Student Programs, Alumni Office, Admissions Office, Career Development Center, HU Programming Board, Student Affairs Division, Student Activities and Leadership Development Office, among others.
Attend Wesley Center Department staff meetings and staff retreats.
Participate in the development, assessment and evaluation of learning outcomes.
Assist any department staff and programs as needed
Participate in Student Affairs general meetings.
Help plan and participate in end of year events such as Convocation, Commencement, and others.
Perform other duties as requested.