Position Number:OIA123 Title:Coordinator Department:Iacocca Institute Category:Administrative/Clerical Job Family:Administrative Services Website: Posting Date:10/02/2019 Summary: The Coordinator will provide administrative support to the Iacocca Institute, with responsibility for ensuring coordination of activities across programs, including business processes and relationship management systems. The incumbent will provide administrative support to the Director, Iacocca Institute and supports Institute program and management staff for specific tasks as assigned. Requires exceptional attention to detail and ability to maintain the organization of multiple projects and tasks. Accountabilities: Provides primary responsibility for database management and website maintenance and social media activities Maintains partner, foundation, scholarship, alumni and recruiting/candidate management databases, requiring knowledge/skill in Access database as well as other databases; this includes, but is not limited to, contact information of individuals, companies, agreements and contracts, on-line application forms and other candidate management data and all program-related details Coordinates the electronic transition from individual-program-related databases to one main platform, with appropriate integration to Office of International Affairs (OIA) databases; assist in determining optimal organization approach to data for staff effectiveness Inputs and keeps up to date all details and contact information for partner organizations, faculty, facilitators, visitors, site visit companies and other providers as well as other relevant information; create useful reports for recruiting, travel preparation, staff meeting, etc. Set up and maintain an extensive photo database and archive system, tracking each photo in support of programming initiatives; maintain news and other content archives for easy reference and use in proposals, reports and presentations Maintains website content management software to continually update website pages for Institute and all programs (Iacocca Global Village, Iacocca Global Entrepreneurship Intensive(s), and custom programs, for example: Mandela Washington Fellowship, Iacocca Mikunigaoka Global Business Intensive) including announcements, program descriptions, deadlines, photos, PDFs, student stories, and links on department websites in consultation with the Director of Marketing/Communications for OIA Ensure continual posting of varied content to Institute Facebook and Instagram based on agreed timelines, engaging other Institute staff Provides administrative support at the Institute level Coordinate the tracking and flow of applications to Institute programs: Iacocca Global Village; Iacocca Global Entrepreneurship Intensive(s) and custom programs Maintain full responsibility for ensuring confidential data is accurate and that the transmission of such confidential data is done in a secure manner to the appropriate Lehigh personnel and external constituents Upload applications to reviewers, while remaining cognizant of the myriad of deadlines imposed by both internal and external constituencies Responsible for tracking application documents, including downloads of on-line application and filing to individual student files as well as tracking/filing of all supplemental application documentation such as transcripts, resumes, and letters of recommendation. Management of candidate documentation through acceptance, program participation, and post-program Provides candidates with guidance as it relates to their applications, financial information, and questions Daily tracking of department email accounts and either responding or forwarding to appropriate staff resources Support Institute and program marketing, communications, and events - liaison with Director of Communications and Institute Program Directors Coordinate logistics related to on and off-campus presentations, events and programs Coordinate recruiting/partnership and conference travel logistics for Institute director and other staff as requested and assist in preparation for meetings Support Institute Director in assistant capacity; for example managing directors calendar, providing meeting scheduling/support, managing Institute staff meeting agenda and preparation, assistance with trip planning, preparation and follow-up, including expense reporting Provide support for on-boarding Work-Study students, including hiring documentation, payroll and scheduling, in collaboration with Program Coordinators Coordinate the completion of hiring documentation, payroll and visa support for temporary and international program staff across all Institute programs Assist with special projects as assigned Responsibility and fiduciary accountability for handling the day-to-day financial functions and transactions; provide counsel and guidance to the Director as it relates to financial procedure, policy and workflow Responsible for the integrity of expenditures that are charged and ensuring that all charges are within the bounds of Lehigh's financial policies Provide input to Institute Director for budget forecasting and preparation; work with Institute Program Directors and Coordinators to pull individual program data together into Institute-wide reports and analysis specified by the Institute Director Coordinate all Institute-level expenses related to partner and alumni relationships, marketing and recruiting, office administration, programs and events, including processing payments via accounts payable, including overseas wire transfers; works with Program Coordinators to pull EA system data into integrated reporting at Institute level Maintains monthly budget that support the Directors budget Maintain a complete understanding of Lehighs financial procedures and guidelines; provide support to Institute team in regards to best practices and compliance Financial steward as it relates to payment of invoices, reallocations, credit card statements, and ensuring that all financial information is accurate Qualifications: High school diploma or equivalent combination of education and experience Three to five years related work experience in and administrative role Excellent communication and interpersonal skills Excellent writing ability, organizational skills and attention to detail Successful completion of standard background checks including but not limited to: social security verification, education verification, county and national criminal background checks, PATCH, FBI fingerprinting, Child Abuse Clearance. Based upon the requirements of the position Lehigh may also request credit history reports, motor vehicle checks and professional license/certification verification Special Considerations: This position works with minors Periods of high volume/workload may be required during program periods and recruitment time Occasional evening, holiday or weekend hours FTE:100% Grade and Hiring Minimum:7-37.5; $34,010 Salary commensurate with experience and qualifications. Salary adjustments for internal candidates comply with University policy. For more information contact Human Resources. Required Documents Message:Cover Letter, Resume
* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.