President's Office Coordinator
Wellesley College

Job Info

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Please review the details for the position before applying for the opening. If you are an internal employee, please apply through the internal portal on Workday. You should have your completed resume/cv and cover letter ready to upload. You should upload both documents on the third page (the required section is named resume/cv - this is also where you should upload your cover letter). These documents should either be in a PDF format (.pdf) or a Word document (.doc) format.

Job Posting Title
President's Office Coordinator

Job Description Summary
Admin Non-Exempt

Job Description
Position Summary:
Plays a key role in providing administrative support for the President's Office and to the Associate Provost for Equity and Inclusion, addressing calendaring, communications, technology, and public interaction functions. Assists with projects, program development, event coordination, communication, digital processes and procedures, and other related office duties.

Primary Position Responsibilities:

General Responsibilities

• Manages calendars for the Chief of Staff and the Associate Provost for Equity and Inclusion. Anticipates materials, technology resources, and other logistical needs.
• Handles incoming phone calls and correspondence, identifying critical items that require action. Responds to routine correspondence and inquiries.

• Handles sensitive/confidential information requiring a high level of discretion.
• Undertakes assigned projects, gathers information and assesses options, and implements activities.

President's Office

• Is the public face of the President's Office and responds to those inside and outside of the College with professionalism and integrity.
• Responsible for a variety of administrative duties including: meeting planning and preparation; submitting and tracking invoices for supplies and other office purchases; reviewing and reconciling credit card statements and maintaining financial documentation, such as receipts.
• Supports the work of various committees including scheduling, maintaining files, and recording and producing minutes.
• Under the direction of the Secretary of the Board, handles logistics for Trustee board and committee meetings. Maintains trustee databases and electronic resources.

• Assists with hiring and training of student employees and supervises projects of student employees.
• Provides secondary support to the Executive Assistant to the President
• Maintains the President's Office website.

Associate Provost for Equity and Inclusion:

• Supports the work of the Associate Provost for Equity and Inclusion including handling diversity programming projects, project management, tracking and compiling of data, preparing various reports and documents, drafting memos, and coordinating events.

• Responsible for keeping track of the budget of the Associate Provost for Equity and Inclusion. Processes invoices, expense reports, and reimbursements. Provides budget reports as requested. Manages the Partnerships for Diversity and Inclusion grants program.

• Is familiar with Microsoft Excel and interested in developing data analysis skills.
  Maintains the email account, website, and social media feeds (Twitter, Facebook) of the Partnerships for Diversity and Inclusion.

Performance Profile:

• Accurate and timely completion of work with minimal supervision. Successfully meets multiple and competing project deadlines.
• Responds graciously and promptly to requests from colleagues, visitors and other members of the Wellesley community, consulting with others as appropriate.
• Displays warm, courteous demeanor and high level of maturity as frontline representative of the President's Office and Office of the Associate Provost for Equity and Inclusion.
• Exercises high level of discretion, sensitivity, and tact; maintains confidentiality.

Supervises:

• Student Employees

Education Required:

• Bachelor's degree required.

Experience Required:

• Experience providing administrative support to high level executives preferred. Project management skills required. Experience in a higher education setting is preferred.

Skills and Abilities Required:

• Demonstrates a high level of confidentiality, discretion, and attention to detail.
• Exemplary verbal and written communication skills. Excellent proofreading skills.
• Ability to remain cheerful, patient, positive, and professional in busy office while balancing multiple projects and deadlines. Strong interpersonal skills, and ability to act as a team player.
• Ability to work with multiple managers with differing work styles.
• Ability to take direction, but also to take initiative, problem-solve, and work independently when required.
• Able to review and synthesize information. Ability to organize and structure information from various sources to develop narrative, analytical, and verbal reports.
• Proficiency with Microsoft Office suite and Google applications. Ability to develop charts, graphs and other data visuals for inclusion in reports and presentations. Ability to do simple web editing. Ability and willingness to learn new technologies and programs as needed.

Other:

• This role involves occasional evening hours.
• This position requires being able to lift and carry objects up to 25 pounds as part of meeting and event setups.
• This position is eligible to participate in the college's flex work program, but due to the reception responsibilities of the position, the majority of the work of this position will be in-person.
• All employees hired after August 2, 2021 are required to upload proof of vaccination and booster against COVID-19, subject to approved medical or religious exemptions or disability accommodations.

Worker Sub-Type
Administrative

Time Type
Full time

EEO Statement
At Wellesley, we embrace and honor difference and diversity. We believe the best ideas-the best solutions-draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members for the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer, and we are committed to increasing the diversity of the college community and the curriculum. Wellesley College and all its subcontractors shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that goal are encouraged to apply.

This job has expired.