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Administrative Coordinator

Apply now Job no: 501995
Work type: Nonexempt Staff Full-time
Location: Bethlehem
Categories: Administrative Services

Responsible for providing comprehensive operational, administrative, communications and event support to the Office of Creative Inquiry and scheduling support to the Vice Provost. Provides multi-faceted administrative support as well as program support, scheduling, meeting coordination, resource allocation, financial maintenance and event planning. Will be part of a dynamic team managing an increasingly complex portfolio of programs, courses, projects and workshops to implement the Vice Provost's vision and strategic plan and ensure that the office and its programs are successful. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

1. Provides high-level administrative support to the Vice Provost for Creative Inquiry
*Maintains the Vice Provost's complex calendar and tracks scheduling changes
*Coordinates items that require the Vice Provost's attention and action
*Conducts research and prepares reports of program activities for the Vice Provost as requested
*Prepares letters of recommendation and reference and tracks requests for such letters from students and others
*Provides administrative support to the Vice Provost with student projects
*Makes travel arrangements for the Vice Provost as requested and prepares travel itineraries

2. Provides administrative support duties for the Office of Creative Inquiry and its staff
*Maintains inventory of office supplies and basic equipment
*Types materials and corrects grammatical errors, spelling and punctuation
*Composes routine electronic and written correspondence to faculty, students, and external partners, primarily related to programming questions or meeting requests
*Organizes and maintains program documentation and correspondence as directed
*Arranges for printed materials as needed for program documents, correspondence and events
*Greets and assists visitors and students, receives and handles incoming calls and emails to the general office account, takes and relays messages
*Establishes, maintains, and monitors program-related files and records

3. Provides financial and budgetary support for the Office of Creative Inquiry and its staff
*Tracks financial expenditures and revenues as requested
*Manages financial transactions for the office and VP / AVP as requested
*Reconciles University credit card charges and financial transactions
*Conducts purchasing and ordering for OCI and for individual projects
*Assists with the preparation and submission of budgets

4. Provides administrative support, coordination and planning for the Mountaintop Summer Experience program
*Evaluates and prepares facilities in Building C in advance of the summer program
*Assists the Assistant Vice Provost with recruiting and marketing efforts
*Plans and manages the Summer Expo, working with other internal programs as appropriate
*Manages daily lunch for 125+ students and faculty members in Building C
*Assists project teams with needs, including ordering supplies and ensuring that necessary supplies are on hand
*Coordinates scheduling of guest speakers and manages their visits throughout the summer

5. Arranges and facilitates meetings, conferences and other events
*Schedules and arranges meetings with internal and external partners
*Reserves facilities, catering and other meeting or event-related needs
*Schedules and coordinates workshops, symposia, (un)conferences and other gatherings organized by the Office of Creative Inquiry
*Assists in planning the Lehigh Expo and coordinates other showcases of CI student work, including class-related presentations with external referees
*Prepares and distributes invitations and tracks responses
*Prepares printed materials
*Coordinates travel and logistical arrangements with external attendees
*Plans and monitors set-up and take-down of facilities
*Assists in set-up and take-down of facilities; coordinates with appropriate internal offices as needed

Grade: 8-37.5

Position Number: S78020

Special Considerations

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

This position works with minors

This position is responsible for driving University-owned vehicles as a routine function, therefore a valid Driver’s License and a good driving record is required


High school diploma or equivalent combination of education and experience; Bachelor's Degree preferred

Three to five years related work experience                                                 

Excellent written, verbal and interpersonal communication skills

Demonstrated ability to collaborate with others from diverse backgrounds and functions to achieve shared goals

Strong project management skills and accountability in meeting deadlines and juggling multiple projects

Experience and comfort level with a fast-paced office environment strongly preferred

Excellent computer skills with experience using word processing, spreadsheet and database software

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

All Lehigh faculty and staff are required to be fully vaccinated and receive a booster shot six months after their second vaccine; unless they receive an approved medical or religious exemption from the requirement.

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: Eastern Standard Time
Applications close:

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