Appointment: Temporary, full-time (1.0 FTE) position. Position anticipated to start January 1, 2020 and last through June 30, 2020.
Primary support and management for Student Support and Kilworth Memorial Chapel. Primarily provide direct administrative support to the Associate Dean of Students for Student Support, Director of the Office of Intercultural Engagement (OIE), Associate Director of Civic Engagement and Leadership, and limited support for other CICE professional staff. Supervises student employees for the CICE Office and Promotions Team and Kilworth Memorial Chapel. Cross-trained to provide support for all student employees in the above functional areas. Monitors budgets for all programs.
Essential Job Functions and Responsibilities: Administrative Support and Event Coordination 40%:
Front Desk management and administrative support, including managing and coordinating resources, communications, and website for the Center for Intercultural and Civic Engagement and Bystander Revolution Against Violence (BRAVe).
Manage calendars and meeting scheduling for all professional staff.
Coordinate travel arrangements and logistics for professional staff as well as student staff attending conferences.
Schedule student staff within the office.
Serve as primary liaison for Student Support to other administrative areas and academic departments in and beyond Student Affairs.
Coordinate student staff training, create and facilitate professional development workshops for student staff as well as training in front desk management, project management, PeopleSoft and other technology-based systems, and other administrative skills. Create and distribute training resources (i.e. microlearning job aids) to student and professional staff.
Regular event support/coordination/training for CICE professional and student staff and annual and one-time programs. May include, but not limited to, event logistics, contract management, room reservations, catering orders, staffing and recruiting volunteer support, and preparing materials.
Coordinate CICE van reservations, draft and implement van policies, and coordinate maintenance.
Provide limited technical support and troubleshooting for computers, audio/visual and other office machines within the CICE, Kilworth Memorial Chapel, Student Diversity Center, and Social Justice Center.
Support for BRAVE programs as well as additional wellness and prevention education.
Support for Student Support team meetings.
Provide backup support and 25Live reservation scheduling for Office of Intercultural Engagement.
Provide support for Direct Student Services, such as Lending Library, Clothing Closet, and Food Pantry.
Serve as primary event coordinator and contact for annual Reverend Dr. Martin Luther King Jr. campus celebration and identity-based graduation celebrations/receptions.
Other duties as needed.
Supervisory and Student Development Responsibilities25%
Coordinate and support annual 360 performance evaluation process between professional staff and student staff as well as follow-up evaluations.
Coordinate and lead CICE Promotions Team, including, but not limited to:
Hire, supervise, train, and support CICE Promotions Coordinator as well as Office and Promotions Student Staff in leadership development, project management, and resource utilization.
Provide guest service, front desk management, administrative support, 25Live training, and office and promotions resources to student staff.
Final editing and review of CICE publications and social media posts with a particular eye to equity, social justice, and accessibility.
Coordinate event photography and manage photo database.
Coordinate and maintain engaging, frequent, and quality social media posts on CICE social media platforms.
Occasionally create and/or provide content for CICE publications and social media posts.
The Office/Chapel Coordinator supervises 11 student staff, mostly at 9 hours per week, during the Academic Year. During the summer period, the Office/Chapel Coordinator supervises up to 8 student staff, ranging from 5-40 hours per week, depending on approved budget. Kilworth Memorial Chapel Responsibilities 20%:
Assist University Chaplain in ongoing review and development of programs, resources, and facilities for Kilworth Memorial Chapel; serve as primary day-to-day facility manager for Kilworth Memorial Chapel.
Serve as staff lead for reservations scheduling through 25Live event management software and additional mediums and guest services for clients for weddings, memorials, and other on- and off-campus community events in Kilworth Memorial Chapel.
Coordinate and lead Chapel Team, including, but not limited to:
Hire, supervise, train, and support Chapel Coordinator as well as Chapel Assistants in leadership development, project management, and resource utilization.
Provide guest service, audio-visual, front desk management, administrative support, 25Live training, and office and chapel-related resources to Kilworth Memorial Chapel student staff.
Serve as primary liaison among various on- and off-campus Chapel users, including resolving conflicts and communicating facility needs.
Budget Responsibilities 15% Provide daily management, monthly procurement card and budget reconciliation and petty cash reconciliation. Serve as liaison between CICE and Office of Finance. Maintain organized and easily accessed records for the purpose of answering questions from CICE professional staff, Office of Finance, and Dean of Students Office regarding budget and expenses.
Bachelor's Degree preferred. Equivalent combination of experience and education is considered.
Experience supervising, mentoring, and developing student staff and student leaders preferred.
High level of comfort working with students, campus, and community partners of a fully inclusive range of identities, especially including race, ethnicity, ability, nationality, religious/spiritual identity, gender identity, sexual identity, citizenship status, and socioeconomic status.
Experience and comfort with being first point of contact for students in crisis.
Experience with budget reconciliation and management and basic accounting.
Experience with event planning and management.
Ability to work in a very fluid, multifaceted work environment.
Excellent written and verbal communication skills.
Experience with using print and social media for publicity and communication.
Ability to respectfully work, communicate and provide leadership within a diverse campus community.
Resourceful and solution-oriented.
Proficient in Microsoft suites, Google Suites, and Adobe Creative Cloud programs.
Highly adaptable and multifunctioning within a fast-paced environment.
Ability to design and implement organizational strategies.
Ability to work independently and with a team.
Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
This position is non-exempt from the provisions of the Fair Labor Standards Act.
Application Deadline: Interested individuals are encouraged to submit application materials no later than November 25, 2019 to ensure consideration.
Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
About Puget Sound Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nations most prestigious academic honorary society. Visit 'About Puget Sound' (http://www.pugetsound.edu/about) to learn more about the college.
As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA
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Puget Sound is a highly selective liberal arts college located in Tacoma, Washington. Founded in 1888, the University of Puget Sound is rich in history and traditions enjoyed by generations of students, faculty, and community members. Puget Sound offers a four-year curriculum in the liberal arts tradition with more than 50 traditional and interdisciplinary programs as well as selected graduate programs that build effectively on a liberal arts foundation.