Job no: 502019

Work type: Nonexempt Staff Full-time

Location: Bethlehem

Categories: Administrative Services

Provides administrative support to the Iacocca Institute and its programs, with responsibility for ensuring coordination of assigned program with respect to recruiting, curricular and operational activities, business processes and relationship management systems and activities. "Assigned Programs" refers to a designated portfolio of programs and initiatives to which the coordinator has been assigned by the Institute director. This set of assigned programs may change over time and may include support for programs with minor students as well as programs with University participants. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

1. Provides administrative and operational support for assigned programs and acts as a contributing member of the Institute operations team
*Coordinate planning and implementation of assigned program activities, in support of program directors and managers and collaborating with other program coordinators as appropriate; activities may include classroom and event coordination and setup, coordination of site visits and trips, facilitator scheduling and confirmation, transportation, needs assessment and coordination of housing, space planning, meals, temporary staff assistance, daily logistical and operations needs and other activities necessary to ensure smooth and safe program operations
*Assist with and support Institute staff move to lower campus for in-person summer programs, including planning, determining space needs and layout, packing and coordination of moving day logistics
*Act as host for visitors, physically on-campus or virtual, including making sure they are aware of the schedule and where they need to be, taking care of administrative and logistical needs during their visit and making sure they have a smooth departure from campus
*For in-person programs, coordinate and assist with running events during programs, including social and cultural events or events that will be mainly driven by program participants
*For virtual programs, provide operational assistance including set-up and support of zoom room or other technology, managing invites and registrations, assisting with breakout rooms or other specific session support
*Maintain full responsibility for organizing and maintaining assigned program participant documentation and forms, in support of the program director or manager and in compliance with privacy policies and regulations; assist with implementation of participant communications, including offer letters, invoicing and marketplace transactions management; maintain all assigned program documentation, files and data for reporting to the program director, manager and Institute director
*During program implementation periods, continue daily tracking of department email accounts and either responding or forwarding to appropriate staff resources
*Support Institute and program marketing and communications plans (for example, plans for social media posting) during programs, with direction from program directors and managers
*At program close, organize all documentation and data (both paper and electronic) for program-year archiving
*Engage as a member of the Institute operations team, attending all operations meetings and contributing experience, expertise and support of broader Institute operational initiatives, in collaboration with other coordinators, managers and directors
*Assist with special projects as assigned

2. For assigned programs, take primary responsibility for database management, input to webpage updates and maintenance and program-related social media activities
*Input and keep up to date all details and contact information related to assigned programs, including partner organizations, faculty, facilitators and visitors, site visit companies and other providers (including venues, transportation, caterers, and others) as well as other relevant information
*Create useful reports for recruiting, travel preparation, staff meeting, etc.
*Update central databases with new information as needed; includes, but is not limited to, the contact information of individuals, companies, agreements and contracts, online application forms and other candidate management data and all program-related details
*Set up and maintain an extensive photo database and archive system, tracking each photo in support of programming initiatives; maintain news and other content archives for easy reference and use in proposals, reports and presentations; maintain organized reference folders for use by Institute director and others, and contribute to Institute-wide archive and photo collections
*In collaboration with other coordinators and under the direction of program directors and managers, coordinate the electronic transition from individual-program-related databases to one main platform, with appropriate integration to Office of International Affairs (OIA) databases
*Assist in determining optimal organization approach to data for staff effectiveness
*Update website content for assigned programs, including announcements, program descriptions, deadlines, photos, PDFs, videos, student stories and links on department websites in consultation with program directors and the Director of Marketing and Communications for OIA
*Contribute to the creation and continual posting of varied content to Institute Facebook and Instagram based on agreed timelines, in collaboration with other Institute staff; present posting ideas and designs for approval by the program director and Institute director, as appropriate

3. Provides administrative support for assigned program recruiting activities
*Coordinate the tracking and flow of applications to Institute programs assigned, which may include both core and custom programs, under the direction of the program manager and/or director assigned to those programs; collaborate with other program coordinators assigned to those programs as directed and needed to complete all responsibilities
*Provide candidates with guidance as it relates to their applications, financial information and questions
Monitor department and program email accounts as assigned and either respond or forward to appropriate staff resources, as appropriate; coordinate outbound communications under the direction of the program director or manager
*Responsible for tracking application documents, including downloads of online applications and filing to individual student files as well as tracking and filing of all supplemental application documentation such as transcripts, resumes and letters of recommendation; organize and maintain all candidate documentation through acceptance, program participation and post-program tracking and correspondence
*Maintain full responsibility for ensuring confidential data is accurate and that the transmission of such confidential data is done in a secure manner to the appropriate Lehigh personnel and external constituents; maintain data as required by the program director or manager and in compliance with privacy policies and regulations
*Upload applications to reviewers (selection committees, foundations, fellowships, etc.), while remaining cognizant of the myriad of deadlines imposed by both internal and external constituencies
*Coordinate logistics, communications and other activities related to on and off-campus presentations, events and programs; attend events if requested by the program director
*Coordinate recruiting and partnership and conference travel logistics for program directors as requested and assist in preparation for meetings (agenda, background information, gifts, marketing materials
*Provide support for on-boarding Work-Study students, including hiring documentation, payroll and scheduling, in collaboration with the Program Manager for Operations and other program coordinators
*Assist Program Directors and Program Manager for Operations with coordination and completion of hiring documentation, payroll and visa support for temporary and international program staff across all Institute programs
Assist with special projects as assigned

Grade: 7 - 37.5

Position Number: S79690

Special Considerations

The duties of this position may allow the employee to work partially remote as deemed appropriate by the supervisor

This position is funded by soft dollars; there is no severance associated with this position

This position works with minors

Will sometimes need to stand, use hands to touch, handle or feel, sit, walk and lift up to 25 pounds

Qualifications

High school diploma or equivalent combination of education and experience

One to three years related work experience

Requires exceptional attention to detail and ability to maintain the organization of multiple projects and tasks; high degree of initiative for bringing tasks to completion

Excellent communication, interpersonal skills and a high level of customer service required

Ability to build, foster and maintain positive professional relationships

Excellent organizational skills, time management and sound judgment

Adept use of digital communication preferred

Solid analytical, decision making and problem-solving skills

Excellent computer skills with experience using word processing, spreadsheet, database and presentation 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: January 13, 2023 Eastern Standard Time

Applications close: Open until filled