Address
Form of workApplication Instructions:
External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.
Please add your cover letterand any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.
Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.
** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.Job Description SummaryThe Program for Leadership and Character at Wake Forest University seeks a diligent, detail-oriented, conscientious, and collaborative colleague to serve as an Administrative Coordinator. Under general supervision, the Administrative Coordinator will manage day-to-day operations of the Program’s efforts that pertain to administrative support for the Professional Schools Team and Executive Director, process and track financial transactions, serve as a point person for multiple departments on campus, manage building operations, and serve as an ambassador of the Program by contributing to a welcoming and inclusive work environment.Job DescriptionEssential Functions:
Coordinates the day-to-day operations of the Program’s efforts in the Professional Schools.
Coordinates logistical details for programming within the Professional Schools, including: room reservations, catering, and providing materials for team members.
Provides administrative and staff support for program events, workshops, and conferences.
Processes and tracks financial transactions and payments, reconciliations, reimbursements, and purchasing for the Program, while utilizing a high level attention to detail and following financial compliance procedures and guidelines.
Serves as a building manager and point person for all visiting groups, maintenance and facility employees, vendors, campus police, and guests. Maintains requests and reservations for use of the building and conference room.
Manages the Executive Director’s calendar and assists with correspondence as needed.
Coordinates the Executive Director’s travel and scheduling and provides administrative support.
Assists Executive Director in taking notes during meetings, enters meeting notes, artifacts, and contact information into DAD, Workday, and other management programs, and coordinates follow-up when appropriate.
Completes occasional online research for Executive Director and provides periodic research assistance for scholarly publications and presentations.
Maintains the organization of program documents and shared folder materials.
Provides assistance in understanding University policies and procedures, ensures that office operations are in compliance with university policy and standards, and assists in the onboarding of new team members.
Communicates effectively with all program staff, stakeholders, and campus partners.
Serves as a point of contact for various campus offices and departments.
Coordinates facility work orders and monitors department spaces to be sure all rooms and equipment are functional, organized, and makes purchases to ensure the building is stocked with needed supplies. Maintains inventory of equipment and computers.
Assists in organizing travel for program staff and visiting guests, including arranging transportation, lodging, and reimbursements.
Contribute towards building a warm and supportive team culture: work with the Program Manager to plan occasional socializing opportunities; acknowledge staff members’ major life events; organize team building activities, etc.
Performs basic office tasks and administrative duties as needed.
Required Education, Knowledge, Skills, Abilities:
Associate’s degree, plus three to five years of administrative experience, or an equivalent combination of education and experience.
Demonstrated ability to:
Anticipate and solve problems
Work independently and with minimal supervision, take initiative, and exercise sound judgment in determining when to seek assistance from program leadership or colleagues.
Develop collaborative relationships with a wide range of people.
Manage and meet deadlines on multiple tasks while maintaining quality and accuracy.
High degree of self-management, organizational and time management skills, with the ability to efficiently organize workflow and adapt to changing demands.
Strong written, verbal, and interpersonal communication skills
Ability to pay careful attention to detail and accuracy.
Openness to feedback, a commitment to personal and professional growth, and a demonstrated ability to update skill set on a continual basis.
Good character, wise judgment, and a strong work ethic, along with the ability to engage in work with a high standards of professionalism.
Commitment to the mission of the Program for Leadership and Character and a willingness to learn more about Leadership and Character development.
Commitment to promoting diversity, equity, and inclusion in the workplace.
Proficiency in Word, Excel, Adobe and Google Suite, and Workday (or willingness to learn).
Ability to represent the Program and the University in a professional manner.
Ability to work occasional weekend or evening hours as needed for program events outside of the workday.
Preferred Education, Knowledge, Skills, Abilities:
Bachelor’s degree, with two years of related experience or an equivalent combination of education and experience.
Experience working in a higher education setting.
Familiarity with the Wake Forest University budget system, Workday, and/or financial and accounting procedures.
Accountabilities:
Reports to Program Manager.
Physical Requirements:
Light work that includes moving objects up to 20 pounds.
Sedentary work that primarily involves sitting and standing.
Environmental Conditions:
No adverse environmental conditions expected.
*This positions is a fixed-term non-exempt position scheduled for 37.5 hours/week (full time).*
Disclaimer:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Additional Job DescriptionTime Type RequirementFull timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.
