Administrative Specialist at Lehigh University in Bethlehem, Pennsylvania

Job Description:

Job no: 502979

Work type: Exempt Staff Full-time

Location: Bethlehem

Categories: Administrative Services

Responsible for supervising (currently four) support coordinators, who serve as front-line customer service representatives, answering phones, responding to emails and greeting visitors; accounting for and reporting on the operating budget for the Office (approx. $1M); providing administrative support to the Director of Admission and V.P. for Admissions and Financial Aid; and performing the same duties as the support coordinators. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

This position is a Grade: 8-40 with an approximate salary range of $46,180-$55,420 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 at hr.lehigh.edu/benefits
Position Number: S778701. (30% time commitment) Budget monitoring, management, and reporting within the Office of Undergraduate Admissions and the Office of Financial Aid.* Manage the Admissions and Financial Aid operating budgets, including making sure allocations are assigned to the correct indexes/categories.
* Monitor spending in the various categories and confirm that expenses are being attributed to the correct accounts/indexes/categories.
* Provide monthly (and as requested) reports to the V.P. for Admissions and Financial Aid and Directors of Financial Aid and Admissions about the status of the budget, to-date expenditures, remaining anticipated expenditures, anticipated overages/surpluses, and monthly reconciliation of office operating budget.
* Recommend changes in allocations by category as necessary and advise on budget requests for additional funding for specific index/category needs.
* Coordinate with the central Budget Office to redistribute and disburse funds as necessary.
* Make disbursements (i.e. pay bills) as necessary, especially for large expenditures.
* Serve as an authorized approver for expenditures.

2. (25% time commitment) Administrative Assistant Support Director of Admissions and V.P. for Admissions and Financial Aid.

* Answer the direct phone lines for the V.P. for Admissions and Financial Aid and Director of Admissions.
* Provide scheduling assistance as needed.
Prepare correspondence as needed.
* Maintain the highest level of discretion and confidentiality regarding personnel, budget, strategy, and other sensitive office and University matters.
* Serve as signatory approver on behalf of the V.P. for Admissions and Financial Aid and/or the Director of Admissions as directed and assigned for budget, personnel, or other matters as designated.
* Perform other traditional administrative assistant duties as needed (ex: greet visitors meeting with the VPAFA and/or Director of Admissions).

3. (25% time commitment) Supervision of Enrollment Support Coordinators.

* Direct and supervise the daily activities of (currently 4) Support Coordinators; manage workloads, project assignments and in/out schedules.
* Provide regular performance feedback to individuals and foster a team dynamic among the group.
* Coordinate with the Senior Associate Directors, Director of Admissions, and VP for Admissions and Financial Aid needs for various project support from the Support Coordinators and make assignments as necessary.

4. (10% time commitment) Act as the Employment Coordinator for Admissions

* Resource for hiring supervisors in respective area to provide guidance and assistance throughout the employment process involving best hiring practices, utilization of the on- line applicant tracking system, financial over site and recommendation within the budget resources.
* May act as administrative support throughout the hiring process including but not limited to attending recruitment meetings, scheduling interviews and creating itineraries. May assist in collecting signed offer letters and new hire paperwork.
* Responsible for the search documentation and compliance along with the hiring manager (scheduling interviews, updating notes, sending regret letters and other correspondence.).
* Coach supervisors and staff on privacy issues, LU policies and procedures, governmental rules and regulations, and need for compliance.
* Stay informed of all employment forms, processes and procedures while acting as the primary resource for Human Resources, Payroll and Budget paperwork for respective area.
* Responsible (along with supervisor) for all on-boarding activities including new hire paperwork, office configuration as well as setting up itineraries for important stakeholder meetings. Please see "Guide to Orienting New Staff" for more information.

5. (10% time commitment) Customer service support for prospective students, parents, and other
constituents.

* Provide customer service to callers and visitors to the office - particularly prospective students and their families - regarding all aspects of the admissions and financial aid processes, and general information about the University academic offerings, and other services, including referrals to other staff, or offices as necessary. This includes gaining proficiency with the CRM system used to track communications and interactions with/from students and current application status.
* Provide support reviewing and responding in a timely manner to emails to the admissions email account(s), including forwarding to other staff or departments as appropriate.
* Provide backup support staffing the Admissions reception area (front desk) and retrieving and responding to messages left on the Admissions general voicemail as needed.
* Provide and model excellent customer service and professionalism in all interactions with prospective students, their families, other offices, volunteers, and other constituencies with whom we may interact.
* Support ad hoc and seasonal projects as directed. This may include event planning activities (reserving space, arranging catering or A/V services, etc.), maintaining various kinds of spreadsheets/data, arranging printing, ordering giveaways, or other related project support.

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 at inada@lehigh.edu

* This position works with minors

* This position has fiscal or financial responsibilities other than employee expense activity, such as processing or approving transactions; monitoring or preparing budgets; or generating income for University

Qualifications

* Bachelor's Degree in Humanities, Social Sciences, Accounting or the equivalent combination of education and experience

* Three to five years related work experience

* Experience in management/supervision of others, including written and verbal performance appraisals

* Experience developing and overseeing departmental budgets

* Excellent communication and interpersonal skills

* Positive attitude, detail and customer oriented with good multitasking and organizational ability

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.

Advertised: July 17, 2024 Eastern Daylight Time

Applications close: Open until filled

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