Job Information
Midwestern University Administrative Coordinator- AZ- CGS Dean's Office in Glendale, Arizona
Description
Summary
The Administrative Coordinator, in the College of Graduate Studies (CGS), plays a pivotal role in supporting the Dean and Faculty at the Glendale campus. This position is dedicated to delivering exceptional administrative and office support, ensuring the smooth operation of academic and faculty activities. Key responsibilities include managing communication channels, coordinating faculty schedules, organizing meetings, preparing reports, and maintaining academic records. The role requires a proactive approach to problem-solving, exceptional organizational skills, and the ability to manage multiple priorities with a high degree of professionalism. This position reports to the Associate Dean of Academic Affairs.
Essential Duties and Responsibilities
General Office Support:
Greet and assist visitors and answer phone calls for the CGS Dean’s Office
Answer phones for CGS Dean’s Office; screen and assist callers as needed.
Support CGS Page on Canvas and MWU/CGS website
Oversees the maintenance of an up-to-date filing system for students and graduate files.
Order office supplies
Maintain Organization of CGS Dean’s Office files
Other duties as requested
Support to Dean and Associate Dean of Academic Affairs:
Make calendar appointments/calendar management
Make meeting and travel arrangements for Dean, Associate Dean, and other faculty/staff department members
Generate College annual activity report.
Generate AACOM / CCOM / AZCOM reports
Complete and/or review Concur expense reports for CGS faculty and staff
Coordinate and process faculty joint appointment letters with other Colleges
Coordinate updates for the catalog and website for CGS and its programs
Organize, maintain, and complete the graduation document archive for graduation clearance
Gather intramural grant data and write letters to faculty
Take notes and write meeting minutes for CGS Management Team meetings
Other projects, as requested
Student Support:
Track academic progress of dual-degree and Bridges students and update relevant Colleges/Programs quarterly
Send quarterly emails to students in dual-degree programs and in the Bridges Program regarding their academic status and eligibility status (Bridges Program).
Track CGS decelerated students or students on a leave of absence
Assist with processing student withdrawals from CGS programs
Assist with tracking re-examinations in CGS courses
Create and send letters of notification to students who receive the CGS Dean’s Merit Scholarship, CGS DEI Scholarship, and Bridges Program
Other duties as requested
CGS Event Management/Assistance
Assist with planning CGS graduation, including recruiting volunteers, verifying graduates, communicating with volunteers and graduates
Assist with planning CGS graduation banquets and receptions
Order graduate gifts
Assist Biomedical Sciences with planning MWU Research Expo
Assist with setting up CGS Faculty & Staff Quarterly meetings
Coordinate CGS Chairs and Program Directors Cross-Campus Retreat. This includes preparing packets and agenda, ordering food, working with food vendors, coordinating dinner, taking minutes, and setting up the retreat space.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED and 5-7 years administrative support experience required. Bachelor’s degree desired. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.
Computer Skills
Computer proficiency in MS Office (Word, Excel, Outlook, and Power Point) and database management. Intermediate to advanced knowledge of MS Office Word and Excel preferred.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to sit. The employee is regularly required to walk, climb, or balance, stoop, kneel, crouch or crawl, taste, and smell. The employee is frequently required to stand, use hands to handle or feel, reach with hands and arms, talk and hear. The employee must regularly
lift and /or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)