Office Coordinator III

The Newhouse School seeks a talented administrative assistant to support associate deans, directors, and/or other leadership roles within the school. The position's responsibilities include administrative and event support, travel-planning, budget, credit card reconciliation and other similar duties.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Education and Experience

• Bachelor's degree preferred; at least two years supporting directors, deans, or executives preferred, ideally in an educational environment.

Skills and Knowledge

• Requires considerable independent judgment, discretion, professionalism and tact; must be able to monitor, analyze, research and prioritize a wide variety of issues on a daily basis; strong communication, organization, interpersonal and problem-solving skills are vital; knowledge of and experience using Microsoft Outlook, Teams, Word, PowerPoint, Excel, databases.

Responsibilities

ADMINISTRATIVE SUPPORT

• Independently manage and oversee the daily operations of associate deans, directors or others in leadership roles as assigned; answer and redirect as appropriate all phone calls, emails, walk-ins and correspondence; manage calendars and appointments; set meetings, coordinate with attendees and organize related materials; organize and execute interviewing/management of student employees; provide reception in office; support research projects; provide communications support through social media posts; order supplies as needed; embrace implement new technology (including AI) as needed to streamline administrative workflows.

BUDGET

• Reconcile credit cards, travel expenses and reimbursements according to budget office requirements; examine receipts for accuracy; prepare reports/updates as needed; evaluate/monitor use of discretionary funds; coordinate W-9 payments for guest speakers/editors/panelists; manage travel allowances for students and per diem for faculty; track yearly expenditures in collaboration with the budget office; execute/track faculty advisor contracts and student hires.

TRAVEL & EVENT PLANNING

• Support event planning and programming needs of events and initiatives; coordinate student experiences required by programs as assigned; manage speaking/event/event requests for associate deans and leadership; coordinate/oversee students for panels/events; research and coordinate travel arrangements for internal and external parties, including lodging, ticketing, reservations, airfare, etc.

PROJECT MANAGEMENT

• Manage, plan and execute special projects as needed (e.g. provide administrative support to external partnerships, media/communications, niche programming, department, etc.).
• Other duties as assigned.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.