Administrative Coordinator
University of Richmond

Job Description

Administrative Coordinator - Robins School of Business
This position provides various administrative support for two department chairs and approximately 30 full-time, visiting, and adjunct faculty in the Accounting and Finance departments of the Robins School of Business (RSB) and the Center for Active Business Education (CABE). Serves as the front-line point of contact for the two departments' faculty, students, staff, visitors, and callers. Coordinates and facilitates meetings, program functions, and/or special events as appropriate. Works independently, anticipating and prioritizing tasks. Must be well organized and complete tasks promptly with meticulous attention to detail.

RESPONSIBILITIES:

Administrative Support:

• Assist faculty in setting up coursework on Blackboard and linking enrolled students. This entails posting course information, documents, presentations, and class handouts on Blackboard and composing and sending students' e-mails from Blackboard as needed for undergraduate and MBA courses.
• Prepare student rosters, seating charts, and tent cards for undergraduate and graduate courses.
• Maintain department contact lists on Outlook, including student distribution lists.
• Plan and execute the logistics of departmental events (i.e., meetings, lectures, interviews) including scheduling venues, arranging for catering, and securing accommodations and transportation for prospective candidates and guest speakers.
• Assist faculty in recording publications, conference paper presentations, etc., on Digital Measures software, which tracks annual faculty accomplishments for accreditation purposes (Business School accreditation and Accounting Department accreditation).
• Assist faculty with the design and creation of presentation materials.
• Coordinate the business fraternity's annual meeting trip with students and faculty sponsors.
• Prepare faculty manuscripts for publication, formatting as per publishers' guidelines.
• Create expense reports and check requests as needed with proper documentation.
• Serve as backup for administrative coordinators for the Economics, Marketing, Management, and Analytic and Operations departments, as well as the Dean's Office administrative coordinator and Assistant to the Dean.
• Handle routine office tasks, including:
  • Creating and editing faculty data reports. Proofing, editing, copying, and distributing tests, class syllabi, research projects, presentations, and class materials
• Creating and administering surveys and questionnaires and analyzing their results
  • organizing course packets for printing
  • scanning documents into requested formats
  • sorting and distributing mail for all departments
  • monitoring copier equipment & supplies; ordering copier supplies; placing calls for repairs
  • serving as liaison with Print Shop for course packs, mailing labels, and special printing requests.
• Assist faculty with photocopying, mailing, meeting planning, and data entry as needed.
• Record minutes and maintain records for departmental faculty meetings.
• Communicate with prospective faculty regarding scheduling interviews.
• Arrange for interview locations, catering, and notification to Robins School faculty involved in the hiring process. Make travel arrangements for prospective candidates by securing accommodations and transportation.
• Work with faculty and prospective candidates to collect information and complete Travel & Expense reports in Workday for reimbursement requests following campus visits.
• Other duties as assigned.

QUALIFICATIONS:

• Ability to prioritize workload from faculty members
• Ability to communicate effectively, both orally and in writing
• High level of initiative, resourcefulness, independence, and attention to detail
• Excellent oral and written communication skills
• Ability to maintain confidential information and materials (i.e., tests, prospective candidates' applications, tenure and promotion documents/reviews)
• Strong interpersonal skills to interact with diverse faculty, students, staff, and visitors

Knowledge of the following applications and equipment are preferred:

• Workday (faculty and student schedules, class information, employee information)
• Blackboard (course/class information, communication with students, recruiting)
• UR Poster (faculty data reporting)
• Microsoft Office (Windows, Word, Excel, PowerPoint)
• Microsoft Outlook
• Digital Measures (faculty accomplishments/publications for accreditation)
• Qualtrics (to conduct surveys, gather data, etc.)
• Other software as deemed necessary for job performance.

EDUCATION & EXPERIENCE:

• A high school diploma or equivalent is required; a bachelor's degree is preferred.
• Two to four years' office experience.

WORK HOURS:

• Monday - Friday, 8:30 a.m.-5:00 p.m.; 7.75 hours per day; 38.75 hours per week

SALARY STRUCTURE: Full-time with Benefits
Pay Grade 4: $18.18 to $22.72 per hour

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