Department Coordinator, GIS and EVST
University of Redlands, Redlands, CA, United States
Department Coordinator, GIS and EVST
The Department Coordinator provides comprehensive administrative, clerical, logistics, marketing, and event planning support to the Departments of GIS and Environmental Studies (EVST), oversees all office activities, and coordinates the day-to-day office operations.
Working with the Chairs of the Department of GIS and EVST, this position serves as a confidential assistant and functions as the key support person to provide support to the Department Chair and faculty in coordination and implementation of the day-to-day office operations. Assist with special projects and events, as needed.
The duties and responsibilities include, but are not limited to, the following:
Coordinates and performs administrative support functions; assists with program and project activities including records administration and maintains a high level of customer service.
Collaborates with Department Chairs on the planning and execution of events, including booths at Esri and other GIS-related conferences.
Serves as first point of contact for students, staff, faculty, and visitors.
Works with domestic and international undergraduate and graduate students.
Assists in the administration of the assigned academic department programs, including coordination with other academic departments, campus programs, student groups, and offices within the University.
Assists with the organization of campus events and programs in assigned departments, including logistical support requiring scheduling, preparation of materials, field trips, conference attendance, student travel, etc.
Assist with Summer Student Research Program.
Provides clerical support for the office such as filing, maintaining records, sorting and distributing mail.
Assists with budget management, processes check requests and reimbursement requests for expenses related to faculty activities and travel.
Provides information in person, through email, and over the telephone to visitors, administration, faculty, students, and parents.
Coordinates, prepares, edits materials, communications, reports, or other materials including spreadsheets related to program management, course schedules, classrooms use, etc.
Maintains department confidence and safeguards operations by keeping information confidential.
Adheres to all safety and housekeeping policies and procedures.
Coordinates activities, instructs, reviews and assigns work, and completes performance evaluation of departments student workers.
Updates and maintains departments and faculty's information on University Website, ensuring the visibility and accuracy of information on all relevant pages (e.g. public directory).
Utilizes databases to collect and chart enrollment and advising data; produces regular data reports for use in academic planning/scheduling, position requests and organizes department assessments surveys including year-end academic advising instruments.
Coordinates department dinners/events including announcement, list serve development, collecting rsvp's and monies, selecting menu, and producing name tags.
Support departments initiatives, including advisory boards, scholarship programs, and annual events.
Maintain and order office supplies and other materials as needed.
Maintains classroom spaces within building. Coordinating set up, access, reservations.
Perform other duties and special projects as assigned.
Qualification Guidelines
Any combination equivalent to, but not limited to, the following:
Experience/Training/Education: Required
Bachelor's degree required or work experience equivalent. Three years of administrative support experience or related experience including the ability to use Microsoft Office software programs. Bilingual in Spanish is preferred. A valid California Class C CA drivers' license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class "C" driver's license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c). This position requires flexibility to work evening and weekend hours as well as the ability to travel, as required.
Knowledge and Skills
Excellent verbal and written communication skills. Excellent organizational skills, and detail orientated with high accuracy. Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities. Effective communication and presentation skills; ability to write clearly and concisely. Demonstrate a high degree of motivation, tact, and diplomacy. Knowledge of record keeping and record retention requirements. Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint. Ability to operate standard office equipment. Aptitude to learn new and evolving technology. Ability to recommend appropriate courses of action within established guidelines. Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives. Ability to exercise independent judgment and initiative. Ability to deliver great customer service. Ability to work effectively with confidential information. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Physical Requirements/Working Conditions
Working Conditions: Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.
Physical Demands:
Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.
The Department Coordinator provides comprehensive administrative, clerical, logistics, marketing, and event planning support to the Departments of GIS and Environmental Studies (EVST), oversees all office activities, and coordinates the day-to-day office operations.
Working with the Chairs of the Department of GIS and EVST, this position serves as a confidential assistant and functions as the key support person to provide support to the Department Chair and faculty in coordination and implementation of the day-to-day office operations. Assist with special projects and events, as needed.
The duties and responsibilities include, but are not limited to, the following:
Coordinates and performs administrative support functions; assists with program and project activities including records administration and maintains a high level of customer service.
Collaborates with Department Chairs on the planning and execution of events, including booths at Esri and other GIS-related conferences.
Serves as first point of contact for students, staff, faculty, and visitors.
Works with domestic and international undergraduate and graduate students.
Assists in the administration of the assigned academic department programs, including coordination with other academic departments, campus programs, student groups, and offices within the University.
Assists with the organization of campus events and programs in assigned departments, including logistical support requiring scheduling, preparation of materials, field trips, conference attendance, student travel, etc.
Assist with Summer Student Research Program.
Provides clerical support for the office such as filing, maintaining records, sorting and distributing mail.
Assists with budget management, processes check requests and reimbursement requests for expenses related to faculty activities and travel.
Provides information in person, through email, and over the telephone to visitors, administration, faculty, students, and parents.
Coordinates, prepares, edits materials, communications, reports, or other materials including spreadsheets related to program management, course schedules, classrooms use, etc.
Maintains department confidence and safeguards operations by keeping information confidential.
Adheres to all safety and housekeeping policies and procedures.
Coordinates activities, instructs, reviews and assigns work, and completes performance evaluation of departments student workers.
Updates and maintains departments and faculty's information on University Website, ensuring the visibility and accuracy of information on all relevant pages (e.g. public directory).
Utilizes databases to collect and chart enrollment and advising data; produces regular data reports for use in academic planning/scheduling, position requests and organizes department assessments surveys including year-end academic advising instruments.
Coordinates department dinners/events including announcement, list serve development, collecting rsvp's and monies, selecting menu, and producing name tags.
Support departments initiatives, including advisory boards, scholarship programs, and annual events.
Maintain and order office supplies and other materials as needed.
Maintains classroom spaces within building. Coordinating set up, access, reservations.
Perform other duties and special projects as assigned.
Qualification Guidelines
Any combination equivalent to, but not limited to, the following:
Experience/Training/Education: Required
Bachelor's degree required or work experience equivalent. Three years of administrative support experience or related experience including the ability to use Microsoft Office software programs. Bilingual in Spanish is preferred. A valid California Class C CA drivers' license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class "C" driver's license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c). This position requires flexibility to work evening and weekend hours as well as the ability to travel, as required.
Knowledge and Skills
Excellent verbal and written communication skills. Excellent organizational skills, and detail orientated with high accuracy. Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities. Effective communication and presentation skills; ability to write clearly and concisely. Demonstrate a high degree of motivation, tact, and diplomacy. Knowledge of record keeping and record retention requirements. Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint. Ability to operate standard office equipment. Aptitude to learn new and evolving technology. Ability to recommend appropriate courses of action within established guidelines. Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives. Ability to exercise independent judgment and initiative. Ability to deliver great customer service. Ability to work effectively with confidential information. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Physical Requirements/Working Conditions
Working Conditions: Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.
Physical Demands:
Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.