Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more.
We are a leading global educational institution that employs over 6,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission: to bring wisdom to life through all that we teach, by all that we do and for all those we serve. We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.
The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University's retirement plan. Staff members are typically eligible for four weeks paid vacation each year and a shuttle to nearby subway locations.
Wurzweiler School of Social Work at Yeshiva University, accredited by the Council on Social Work Education, was founded in 1957 as America's only graduate social work school under Jewish auspices in a university setting. We offer both an MSW and a PhD for full time and part time students. We have a strong international following in Israel and Canada and offer 3+2 programs for undergraduates who are seeking masters.
The Office Coordinator to the School of Social Work serves as the primary support for faculty and students in the MSW and PhD programs. The coordinator supports students in their life cycle from admissions through graduation. The coordinator supports faculty by answering the telephones, assists faculty order books, make travel arrangements, book conferences, register students, answer questions about advisors, helps schedule events pertaining to all aspects of the school, completes all administrative tasks pertaining to the MSW and PhD programs such as updating student folders, responding to student inquiries, collaborating with the Registrar's office to process student forms, updating class schedules and semester materials. Maintains student records and transcript
- Coordinates the daily operations of growing programs through the life cycle or students from enrollment through graduation
- Ensures that the school meets commitments and responsibilities. Maintains calendars, makes travel arrangements for faculty, and updates pending commitments and appointments. Assists faculty with administrative requirements
- Assigns and withdraws all computer and database securities, including Banner, OBIEE, remote access to their computer
- Onboard new students, including setting up their email addresses, access to server, access to Canvas
- Liaises with registrar, bursar and admissions to assist students entering the programs
- Maintains office correspondence and replies to inquiries. Responses must be made in a timely manner, and urgent matters must be brought to the attention of senior management; Confirm that the appropriate resources are available, which are needed by the faculty member
- Establishes and maintains contract agreements with vendors relevant to the running of the MSW and PhD programs
- Maintain complex databases
- Answer telephone calls and uses tact in dealing with telephone and personal inquiries
- Schedules committee meetings, faculty meetings, lunch and learns and extracurricular events like book signings, art exhibits
- Assembles necessary background material for scheduled meetings
- Makes any arrangements necessary in connection with scheduled meetings, ex: travel arrangements, room scheduling, hotel accommodations, ordering audio/visual equipment and ordering food
- Sets up and maintains complex filing systems for correspondence and other records
- Revises and makes recommendations for new office procedures
- Uses independent judgment in responding to inquiries regarding policies, procedures and regulations based on thorough knowledge of departmental and university policy
- Deals directly with individuals and groups, both internal and external to the university, exercising in department judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision.
- Assists the faculty with all administrative tasks on a daily basis. This includes but is not limited to calendar management, travel arrangements, travel/expense reimbursement, telephone screening, liaising with other departments, following up and communicating with internal/external individuals on her behalf, ordering lunch for meetings, sending out meetings dates and reminders; other duties as assigned
- Prepares and distributes agendas and minutes and other correspondence with Department Faculty and Administrators
- Maintains Faculty, Students and Board Members Directory
- Maintain the Wurzweiler website and creates blocks with the use of content management system (CMS)
- Formats course materials and upload them on the website
- Uses Banner to process and retrieve reports, transcripts, faculty rosters, and student information
- Assists with graduation ceremony. Create graduation tickets, agendas and certificates. Distribute caps and gowns with tickets
- Orders faculty and administration graduation attire
- Sends out graduation invitations
- Creates and/or updates name tags for events, office door signs, and mailboxes.
- Orders textbooks for faculty.
- Creates and distributes flyers associated with events such as lunch & learns conferences and seminars.
- Perform other related duties as assigned.
Experience and Educational Background:
- Bachelor's degree and at least 3-5 years of administrative experience are required
- Equivalent combination of education and experience will also be considered
Skills and Competencies
- Exceptional people skills
- Capacity to manage multiple tasks simultaneously in a fast paced, high pressure office
- Capacity to triage demands in order of priority
- Capacity to generate professional and courteous correspondence in a timely fashion
- Capacity to learn new skills as required to complete the job
- Knowledge of Excel, Word
- Knowledge of social media and web site development
- Capacity to remain calm under pressure and complete tasks quickly
- Capacity to navigate complex university systems to positive effect
- Must possess strong knowledge of Microsoft Word, Excel and PowerPoint. May use other Microsoft programs as assigned. Ability to quickly learn and become proficient in new software and technology is essential
- Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs
- Must have ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role
- Must demonstrate good judgment, initiative and attention to detail
- Must be able to effectively track time and resources to prioritize work assignments among assigned staff
- Must possess strong customer service, communication and organizational skills
- May be required to work independently and produce quality work from conception to completion on assigned projects
Employee Classification: 1199 Union