Scheduling and Projects Coordinator for the Office of the President

Concordia University Wisconsin • Mequon, WI

28d • Onsite

About The Position

Concordia University seeks applications for the full-time, 12-month position of Scheduling and Projects Coordinator for the Office of the President. This position is responsible for managing complex calendars for the university President and senior staff, coordinating high-level meetings, and handling logistics like travel, events, and communication. This position provides administrative, and organizational support to the Executive Assistant to the President and is the first point of contact for the President's office. The individual must be able to perform in a highly professional manner, and maintain a high level of confidentiality. The successful candidate must also organize personal workflow and be able to work independently, as well as in conjunction with the Executive Assistant and President, follow directions, take initiative and manage support functions for timely attainment of objectives and outcomes. This position is located on the Mequon, Wisconsin campus.

Requirements

• Strong written and verbal communication skills
• Effective problem-solving skills
• Self-motivated with demonstrated ability to work effectively and professionally/independently and with other constituents and groups
• Excellent organizational skills and attention to detail
• Ability to maintain confidentiality
• Demonstrated skills in adaptability to rapidly changing priorities
• Flexibility and the ability to deal with interruptions and work in a fast-paced office environment
• Above-average proficiency in office practices and Microsoft Office applications, such as Outlook, Outlook calendar, Word and Excel. Canva experience is a plus
• Ability to work a few evenings and three or four weekends per year for special events
• Supportive of the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS)
• Bachelor's degree required or an equivalent combination of education and/or experience, preferably with Executive level professionals.

Nice To Haves

• Previous work experience in an academic setting and/or Higher Education is preferred.
• Prior experience with events and schedule preferred.

Responsibilities

• Coordination and implementation of President's calendar, and shared calendars; arranging complex meeting schedules with the President's Executive Team, and others inside and outside the university
• Coordination of all front desk functions, greet and interact with students, faculty, staff, donors and other visitors and general administrative support
• Gatekeeper of direct access to the President's time and office for benefit of President and visitor in the President's office
• Ensure President has required speeches/presentations for large campus events such as commencement and opening service
• Make all of the president's travel arrangements and registrations of conference attendance
• Reserve parking and meeting rooms for various guests
• Respond to invitations on behalf of the President for events on and off campus such as inaugurations, various leadership conferences, and internal speaking engagements
• Preparing and processing invoices, purchase orders, and submit President's travel expenses using Concur Solutions payment Processing system
• Development, implementation, and monitoring of various initiatives, programs, and campus events on behalf of the President's Office and confidential day-to-day administrative support to the President's office and related professional staff
• Enter and maintain database relating to President's Office and boards
• Coordinate and streamline communication between the president's office and all internal departments
• Perform other duties as assigned

Benefits

• Health, Dental and Vision Insurance
• Personal Spending Account, Flexible Spending Account, and/or Health Savings Account
• Disability and Survivor Plan
• Retirement Pension Plan
• Retirement 403(b) Savings Plan
• Basic Life and Supplemental Life Insurance
• Accidental Death and Dismemberment Coverage
• Critical Illness and Accident Insurance
• Tuition waiver benefits (available for employees and their qualified dependents)

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Number of Employees: 251-500 employees