Responsible for analyzing, organizing, and coordinating processes, procedures, and workflow to ensure efficiency. Provides a wide variety of administrative, academic, and/or staff and student support services to an academic department(s) and program(s). Provides advanced administrative support for multiple departments, programs, projects, and/or processes. Works under limited supervision with duties and tasks reflecting substantial variety and complexity. Provides training, mentoring and on-boarding for new level-7 Coordinators. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community. Position Number: S78000 This position is a Grade: 8 - 37.5 with an approximate salary range of $43,290-$51,960 and is subject to change based on experience, skills and qualifications Lehigh University offers a comprehensive and family friendly benefits package which includes but is not limited to Health Care, Retirement and Educational benefits. Information can be found on our website 1. Academic Coordination, Documentation and Communications * Coordinates the preparation and production of complex documentation processes, such as course line schedules, graduate/undergraduate student forms, grant proposals, and partnership agreements. * Prepares and controls records, statistics, and reports regarding department operations; creates and generates specialized reports as specified such as tracking faculty actions, undergrad/grad student progress and major/minors, catalog updates, Course Inventory Management (CIM), etc. * Works with faculty and college to recruit graduate students, track and coordinate applications, work with financial aid packages, assist with student registration through graduation, if applicable. * Creates and updates work instructions, procedures, and departmental manuals. * Creates and/or Coordinates complex and/or high-profile mass mailings and emails. * Designs and creates graphs and charts for various projects; designs presentations using established content. * Creates departmental flyers, newsletters, announcements, and other communications. * May monitor and maintain social media: respond to routine or difficult questions, creating and posting content. * Updates and maintains websites. May be responsible for some web page creation. 2. Customer Service * Responds to varied and often complex inquiries from students, faculty, and staff requiring an in-depth understanding of University and departmental programs, services, policies, and procedures. * Takes ownership of inquiries by providing thorough explanations and instructions and/or by identifying the appropriate person to provide a solution. * Serves as a resource to others in the resolution of complex problems and difficult issues. * Assists graduate and undergraduate students/parents in scheduling appointments with faculty and/or understanding academic requirements, processes, and procedures. 3. Meeting and Events Coordination * Schedules and coordinates diverse and complex appointments, visits, and/or meetings. * Plans and coordinates high profile events typically creating an event from scratch and coordinating multiple internal and external constituents. * Arrange conferences, lectures, receptions, and other special events. * Plan and arrange logistics for faculty hiring searches, from advertising positions to setting up interviews to onboarding new hires. * Assist and advise planners of student programming events. 4. Budgetary and Financial * Understanding of Lehigh's financial systems and tools broadly to compute, classify, record, and verify data for departmental accounting records; resolves discrepancies. * Creates and submits hiring set-up and request forms/payroll forms/AP check requests/deposit transmittals/funding transfer forms/etc. for department/program. * Tracks and maintains budget accounts, compiles budget information, analyzes/reconciles accounts, and prepares status reports. * Assists with budget forecasting, preparation, and cost control activities, working with the college, Controller, Purchasing and Payroll. * Establish departmental protocols, working with the college, for filing and maintaining financial records and associated documentation. * Works within an established budget; may select vendors and utilize signature and purchasing authorization; responsible for staying within budget and following budgetary guidelines. * Reconcile and approve credit card purchasing and out-of-pocket reimbursements for faculty and students. Solve discrepancies or flag non-standard purchases to card-holder's attention. Involve supervisor if necessary. 5. Equipment, Facilities, and Technical Support * Order and maintain office supplies, books, computers and equipment. Track and inventory equipment/assets. * Arrange for office equipment purchases/contracts/repairs/services. * Provide general technical support for department. * Coordinate the scheduling/reservation of departmental conference rooms or other spaces. * Assist with building space issues of the department, assigning space and space remodels/repairs/furniture. 6. General office operations and guidance to office personnel * Provide administrative support for general office operations such as receptionist tasks - meet, greet and assist visitors, take phone calls and messages, retrieve/send and organize mail, schedule meetings and update calendars. * Hire, supervisor and check the work of student workers, wage employees, and/or volunteers. Coordinate the recruitment and selection of student workers or volunteers. Track and approve student worker and wage timesheets. * Orient/train/mentor new staff across college and offer recommendations/input for hiring and other employment decisions within the department/program. * Onboard new instructional employees, prepare office space, ensure hiring forms/moving reimbursement/payroll paperwork are completed and submitted in a timely manner. * Trains others regarding departmental policies and procedures, as well as basic University policies. * May be designated as a lead worker on special assignments and/or projects for the departments/programs/college. Special Considerations Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Lehigh's Accommodations Specialist This position works with minors The duties of the position do not allow for a remote work option; the employee in this position will be required to work on campus where they can be fully accessible to the Lehigh community Qualifications * High school diploma or the equivalent combination of education and experience; Associates Degree preferred * Five to eight years of related work experience * Less experience may be considered if accompanied by higher, relevant education and/or desired skills * Excellent computer skills with experience using word processing, spreadsheet, database, presentation, and graphics software * Excellent communication, interpersonal skills, and a high level of customer service required * Strong analytical, decision making and problem-solving skills * Ability to manage multiple tasks simultaneously * Excellent organizational skills and time management skills * Ability to mentor new coordinators, promoting teamwork and training skills Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.