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Job Req ID:  11308

Sr. Administrative Coordinator

Classified Title:

Sr. Administrative Coordinator

Role/Level/Range:

ATO/02/OF

Employee Group:

Full-time, 40 hours

Schedule (hours/days):

M-F; 8:30 am – 5 pm

Employee Subgroup:

Non-Exempt, Salaried

Department Name:

Academic & Faculty Affairs

Personnel Area (School):

School of Advanced International Studies (SAIS)

 

General Description

This position will provide a high-level of administrative support for two Vice Deans.  This position will be primarily responsible for supporting all day-to-day activities of the Vice Deans including communications, event planning, scheduling,  managing travel and providing itinerary, budget management, website maintenance, and scheduling.

Key Accountabilities

  • Provide administrative support for both Vice Deans, which includes scheduling and maintaining calendars, managing travel and providing itinerary, composing and editing correspondence, and making copies of correspondence or other printed materials. 
  • Serve as first point of contact for the Vice Deans by responding to inquiries, providing guidance, answering calls and other incoming communications, and other administrative tasks as assigned.
  • Provide logistical support for visitors, to include office/hotel reservation, pick-up and return of office keys, computer connections, assigned office name tag/labeling, and arrangement for seminars and presentations.
  • Assist the Vice Deans with research projects by conducting internet-based and library research, when needed, composing documents, and other administrative tasks related to specific projects.
  • Plan and organize events, such as seminars, meetings and conferences, and serving as the primary on-site contact and providing on-site support for logistics.  This will include travel arrangements and hotel reservations for participants, meeting space reservations, organizing meeting materials, preparing presentation, setting up teleconference connections, catering and taking/taping and/or transcribing of minutes of meeting, as needed.
  • Edit and prepare publications, such as conference reports, brochures, and newsletters.
  • Record and transcribe spoken and written information from meetings or other formal proceedings, when needed.
  • Manage and reconcile program budgets and accounts, processing invoices and reimbursements and arranging travel.
     
  • Perform other duties as assigned.

Qualifications

  • High School Diploma required; bachelor's degree preferred.
  • Five years’ related experience. Additional education can be substituted for required experience.
  • Previous experience managing, monitoring, and maintaining budgets.
  • Prior experience working in a higher educational environment preferred.
  • Office management including delegation, time management and organizational skills
  • Excellent oral communication skills in order to interact with students, faculty and all levels of administration and from diverse cultures
  • Excellent written communication skills, including experience in editing, article writing, proposal and report preparation, and recruitment publications
  • Managing multiple tasks
  • Budget management
  • Strong technical skills – Intermediate to Advanced levels of Microsoft Office Suite (Word, Excel, Access, PowerPoint) or equivalent.
JH at SAIS - Washington DC

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