Student Affairs Administrative Coordinator

University of California, Irvine•Irvine, CA

22h•Onsite

About The Position

Under the general supervision of the Assistant Dean for Student Affairs and Inclusive Excellence, the Student Affairs Administrative Coordinator administers a variety of projects furthering the short-term and long-term goals of the Student Affairs program. The Student Affairs Administrative Coordinator is responsible for the program’s daily administrative operations and providing administrative support to the Assistant Dean for Student Affairs and Inclusive Excellence. Program administration includes administering the weekly student newsletter and facilitating weekly Wellness Wednesday programming. The Student Affairs Administrative Coordinator oversees all administrative tasks surrounding weekly and yearly programming, such as Wellness Wednesdays, Orientation, and the Student Life and Pro Bono Awards. The Student Affairs Administrative Coordinator also plans and implements student-facing program events and programs; manages confidential and sensitive issues; prepares and administers the program’s budget, gathering information from a variety of sources, analyzing, and evaluating data, preparing detailed reports, and producing accurate projections for both the Student Affairs Office and other student-facing departments, as needed. Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. Reports directly to the Assistant Dean of Student Affairs and Inclusive Excellence, provides a full range of professional administrative services related to student support, including support to other student facing departments when needed. Manages confidential and sensitive administrative issues, analyzes processes, and presents options to implement effective change. Manages a variety of projects as assigned. Gathers data from a variety of sources, analyzes, and evaluates data, and prepares detailed summaries. Oversees administrative support to the Student Affairs Office and other student-facing offices, including complex calendaring, travel arrangements, reimbursement and finance processes, and online content maintenance. May supervise student worker(s).

Requirements

Excellent writing skills mandatory to draft correspondence, memos, reports, and messages that are clear, logical, and concise.
Skill in working collaboratively to prioritize work demands and resources to meet anticipated deadlines.
Demonstrated ability to organize and present complex information effectively to a range of audiences including faculty, students, staff, and members of the legal community.
Demonstrated ability to speak, distinctly and diplomatically to obtain or relay concise, relevant information while using appropriate vocabulary and grammar through all forms of communications both digitally and orally.
Detailed knowledge in editing correspondence for correct meaning, word usage, grammar, spelling, and punctuation.
Demonstrated ability to organize and implement the logistical requirements of events and programs.
Ability to maintain confidentiality of information with tact and discretion.
Ability to take initiative, pay attention to detail, work independently, organize workflow, establish a productive work environment, and follow through on assignments with minimal guidance and supervision.
Ability to set priorities that accurately reflect the relative importance of job responsibilities and deadlines.
Experience editing and formatting legal documents.
Interpersonal skills to communicate and interact effectively with faculty, staff, students, vendors and the public.
Advanced knowledge of Microsoft Office suite, including Word and Excel.
Bachelor's degree in related area and / or equivalent experience / training
1-3 years experience supporting high-level professionals.
Must be able to provide proof of work authorization

Nice To Haves

Working knowledge of appropriate University and agency policies and procedures.
Knowledge of UCI internal online Kuali Financial System (KFS), Zot portal, myData, and Cascade Server CMS (Content Management System).

Responsibilities

Administer a variety of projects furthering the short-term and long-term goals of the Student Affairs program.
Responsible for the program’s daily administrative operations.
Provide administrative support to the Assistant Dean for Student Affairs and Inclusive Excellence.
Administer the weekly student newsletter.
Facilitate weekly Wellness Wednesday programming.
Oversee all administrative tasks surrounding weekly and yearly programming, such as Wellness Wednesdays, Orientation, and the Student Life and Pro Bono Awards.
Plan and implement student-facing program events and programs.
Manage confidential and sensitive issues.
Prepare and administer the program’s budget.
Gather information from a variety of sources, analyze, and evaluate data.
Prepare detailed reports and produce accurate projections for both the Student Affairs Office and other student-facing departments, as needed.
Provide a full range of professional administrative services related to student support, including support to other student facing departments when needed.
Analyze processes and present options to implement effective change.
Manage a variety of projects as assigned.
Gather data from a variety of sources, analyze, and evaluate data, and prepare detailed summaries.
Oversee administrative support to the Student Affairs Office and other student-facing offices, including complex calendaring, travel arrangements, reimbursement and finance processes, and online content maintenance.
May supervise student worker(s).