Admin Coordinator

JOB TITLE: Admin Coordinator

DEPARTMENT: College of Health Professions

LOCATION: Hybrid - On-campus (80% - 4 days) and Remote (20% - 1 day) 

FSLA STATUS: Non-exempt

REPORTS TO: Dean of College of Health Professions

COMPENSATION: $27.50/Hour

GENERAL PURPOSE OF THE JOB:

This position is primarily responsible for coordinating day-to-day administrative tasks for the College of Health Professions and dedicated to the Dean by performing the following duties.

POSITION SUMMARY:

The Coordinator ensures efficient operation for the College of Health Professions by providing administrative and project management support for the college and programs, including clinical operations and contract management support for programs and the Dean. This role will include coordination of activities with other departments or programs, administrative support to faculty and staff, HR related activities, data collection and review, preparation of reports, committee work, student support, updating of web pages and catalog sections, event and meeting coordination, etc. This requires interaction with Evidence in Motion to manage and obtain signatures on affiliation agreements for programs within the College of Health Professions, including certificates of liability. This is an active role, which involves dealing with a wide range of matters, sometimes of a confidential nature and requires attention to detail, organization, interpersonal and communication skills. The coordinator must be able to multitask and prioritize effectively, work with tight deadlines, and learn new systems and procedures rapidly.

DUTIES AND RESPONSIBILITIES:

Dean Support

• Manage the calendar of the Dean.
• Support the Dean in the management & completion of various University processes to agreed deadlines.
• Reports on status of college, departmental and University projects.
• Coordinates meeting requests with internal and external entities.
• Records minutes for meetings conducted by the Dean, Program Dean/Director.
• Works with the Dean/Directors to prepare and track all business transactions pertinent to the college activity including purchase orders (PO), check requests, and Memoranda of Understanding (MOU).
• Completes all clinical education affiliation agreement routing for the College of Health Professions through SCU internal offices for review and signature.
• Enters and manages clinical education agreements within EXXAT database.
• Works directly with the Evidence in Motion Clinical Operations team to manage clinical education processes and agreements.
• Plans, organizes, and coordinates travel arrangements for the Dean.
• Provides support for all program accreditations.
• Assists in the development of the annual budget, monitors college budget expenditures, creates reports as needed.
• Acts as liaison between Dean/Director and faculty, staff, students, University departments, and outside agencies and organizations.
• Coordinates special projects and events as needed.
• Utilizes feedback to improve college processes.

Faculty Support

• Ensures faculty data is complete and accurate in all databases and platforms.
• Coordinates and monitors attendance and grade submission to meet university deadlines.
• Supports the directors of clinical education and academic fieldwork coordinators in clinical education agreement management and signature procurement.

College Support

• Responsible for the coordination/completion and the quality of the clerical work for the college.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for and assisting with on-campus events, meetings, conferences, travel, or other related duties. 
• Represents the college at events such as orientation, first day of classes, graduation and other ceremonies, symposia, examination weeks, etc.
• Manage the college academic calendar and communicates key dates through MySCU, Canvas, and the university academic calendar (when indicated).
• Assists in the preparation of status and technical reports and documents (Accreditation, book adoptions, student rosters, etc.).
• Maintains confidential records and files (paper and electronic).
• Monitors and maintains an inventory of durable and non-durable inventory, supplies, and capital equipment, monitors functionality and expiration dates and plans for equipment replacement.
• Assist with purchasing requirements including obtaining vendor price quotes, requisitions for purchase, initiates and communicates with the purchasing department.  
• Monitors for accuracy and updates portions of the academic catalog (Acalog), handbooks, website, MySCU, faculty/staff email lists, and other publications.
• Coordinates curriculum revision projects and ensures accuracy of data in course information systems (Canvas, Curriculog, J1).
• Assists in managing and updating academic platforms and databases such as Canvas, J1, Teams, MySCU, ExamSoft, Interfolio, Curriculog, Electronic Student Academic Records, and program specific databases. 
• Monitors and guides the completion of college projects and assignments.
• Manage the college academic calendar and communicates key dates through MySCU, Canvas, and the university academic calendar (when indicated).
• Coordinates the development of annual and term program and examination schedules, faculty and room assignments, and inputs data into schedule management system (Coursedog).
• Informs faculty, staff, and students of changes in the schedule; manages all processes related to the changes in courses offered in a term.
• Provides information related to university and college policies, processes, and deadlines, and directs individuals to sources of additional information.
• Maintains college book lists and coordinates updates through the curriculum management system
• (Curriculog), compliance reports, and communication with the LRC.
• Provides administrative support for college meetings and committees.
• Manage faculty professional memberships, licensing letters, etc.
• Provides administrative support to program directors within the college

Student Support

• Initial contact for all college inquiries by students; provides responses to student inquiries; coordinates student needs with appropriate personnel and departments.
• Advises and assists in the preparation of student schedules.
• Coordinate student memberships in professional organizations.
• Coordinate student applications for professional licensing examinations.
• Ensure student requirements are completed.
• Assist with IT issues and resolution.
• Coordinate and communicate information related to make-up examinations and absence requests.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills and physical demands required of personnel so classified.

WORK LOCATION:

This position requires the kind of teamwork, supervision, and personal interaction, that cannot be solely completed in a home office situation; therefore, regular and predictable on-site attendance 4 days per week, 1 day remote is a job requirement per the parameters noted above.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

SKILLS, ABILITIES, AND QUALIFICATIONS:

EDUCATION AND/OR EXPERIENCE:

Bachelor's degree from four-year college or university; or 5 years related experience and/or training; or equivalent combination of education and experience. 

COMMUNICATION AND LANGUAGE SKILLS:

• Ability to read, interpret, and prepare documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to prepare clear, concise, reports and correspondence.
• Ability to speak effectively before groups of faculty, staff, students, and other members of the organization.

TECHNICAL SKILLS:

To perform this job successfully, an individual should have knowledge of excellent PC skills in a Windows OS environment; proficiency with Microsoft Office 365 applications including Outlook, Teams, Word, Excel, PowerPoint. Ability to learn new software systems.

ORGANIZATIONAL SKILLS:

• Strong organizational skills; detail oriented and accurate with ability to multi-task.
• Ability to think and act strategically.
• Ability to develop and manage projects.
• Ability to prioritize work, perform well under pressure and maintain productivity despite interruptions.

COMPETENCIES:

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships - Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; and talk or hear. The employee is occasionally required to stand; walk; and regularly required to use hands to finger, handle, or feel; and reach with hands and arms. The employee must frequently move or lift up to 10 pounds and/or occasionally move or lift up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

SCU CORE VALUES:

• Integrative Health: We teach, learn, collaborate, and lead by creating an open environment for multiple disciplines and professionals to bring their shared and unique skills together for the benefit of patients and students.
• Evidence-based Practice: We value a culture of inquiry, assessment, research, scholarship, and judicious use of current best evidence to inform our decisions and work.
• Health Equity: We value people equally. We strive to educate graduates that are prepared to improve individual and community health.
• Inclusivity: We welcome everyone regardless of age, race, ethnicity, class, religion, gender, gender expression, sexual orientation, disability, or any other similar or protected status. We believe inclusivity leads to more diversity in our reasoning, better representativeness in our conclusions, more ingenuity in our problem solving, and greater equity in our care.