FLSA Classification: Non-Exempt
Hours per Week: 40
Pay Range: $15.50 – $16.00 per Hour
HR Review Date: March 24, 2015
Job Summary: The Summer Writing Program (SWP) Administrative Coordinator oversees SWP budgets, contracts, catalog, and marketing; manages student registration, enrollments, grading materials, and SWP assessment; and supervises SWP temporary employees. This is a full-time, year-round position, requiring flexible hours during the summer programming.
Registration and Assessment
- Monitor SWP enrollments, class size, potential course cancelations, etc.
- Review and verify course schedules and submit to the appropriate office; provide updates and accuracy checks to MyNaropa.
- Support the scholarship process and ensure accuracy of forms and funds, including outreach to potential BA students.
- Assist SWP faculty with assessment including data gathering, computations, documents, reports, etc.Marketing and Events
- Assist with JKS and SWP marketing campaigns and act as liaison to the Department of University Relations.
- Assist with program collateral (AWP resources, JKS postcard, etc.) and the catalog, including editing, producing, and distributing materials.
- Update SWP Naropa and affiliate websites.
- Assist with JKS conference and events as needed.Operations and General Administrative
- Approve and track SWP staff timesheets.
- Assist with SWP hiring, scheduling, and training in collaboration with the SWP director.
- Respond to telephone calls and email inquiries from guest faculty, prospective students, and University offices, and/or direct to the appropriate person.
- Receive walk-ins to SWP main office (students, faculty, guests, etc.) and assist as necessary.
- Serve as the initial contact for existing and prospective students and direct them to the appropriate parties and respond to student inquiries.
- Update and review SWP Timeline and SWP Master Schedule with attention to event times, dates, locations, etc.
Budget Management and General Administration
- Submit, reconcile, and track the annual budget and gift account, as well as generate the annual finance report in consultation with the SWP director.
- Track SWP credit card purchases, and reconcile monthly statements.
- Provide the SWP director weekly or monthly budget updates as needed, reviewing CX, receipts, Adaptive Planning system, internal tracking sheets, etc.
- Oversee services with vendors based on University policies and procedures, and process payments and other paperwork.
- Track visiting faculty documents and submit to Academic Affairs (stipends, contracts, etc.).
- Track and submit new-hire packets for newly hired instructors and staff and submit PANs to Academic Affairs. Also submit termination PANs for temporary employees at end of summer program.
- Submit work order requests with IT, facilities, etc.
- Serve as liaison for guest faculty, including guest faculty requests, travel, ground transportation, accommodations, book and equipment requests.
- Additional responsibilities and duties as needed.
- A bachelor’s degree in a related field (writing and/or literature).
- 3 years of administrative work experience.
- 1-2 years of budgeting experience.
- 1-2 years events planning experience with demonstrated knowledge of methods, practices, and procedures for program and event planning, coordination, and management.
- Ability to take primary responsibility for a number of diverse projects and to complete them accurately and in a timely manner with limited supervision.
- Ability to maintain a high level of professionalism in all circumstances.
- Excellent communication skills (oral, written, listening).
- Ability to work independently and as a supportive and fully contributing team member.
- Excellent problem solving skills, meticulous attention to detail, and good organizational abilities.
- Strong interpersonal skills and ability to work with students, faculty, and staff from diverse backgrounds.
- Ability to understand and support current program requirements as well as university policies and procedures.
- Ability to multitask and work efficiently in a busy environment.
- Intermediate to advanced knowledge of Microsoft Excel, Word, Outlook, and WordPress.
- 3 years of work experience in a university setting.
- Familiarity with the Jack Kerouac School of Disembodied Poetics.
- An appreciation for contemplative education and the mission of Naropa University.
- 1 year experience with design programs: Adobe Creative Suite, or comparable software and platforms.
- MA or MFA degree in a related field (writing and/or literature).
Applications: Application review continues until position is filled. Qualified candidates should include a letter of interest and résumé/CV.
Naropa University is actively engaged in creating an inclusive, diverse community and is proud to be an Equal Opportunity Employer. In keeping with our diversity initiatives, we encourage applications from persons of historically under-represented groups and those who support diversity.