Administrative Program Coordinator

Position Summary: This position performs a variety of administrative duties and analytical functions to support the daily operations.  The work assignments are often complex, diversified, and confidential which requires one to be highly responsible, tactful, and professional.  To add, it requires excellent organizational skills, meticulous attention to detail, and flexibility in order to support the needs of the school. Being independent, self-motivated and ability to multitask is required to be successful with positive outcomes.

Essential Functions:

• Assists in the daily administrative functions of managing the Irell and Manella Graduate School (IMGS) office. Uses discretionary initiative and judgment in handling sensitive and confidential details, establishing priorities and resolving problems relating to daily operations and administrative detail of a highly functioning office in the daily administrative functions of managing an effective office.
• Assists in school business activities, including but not limited to:; account management; purchasing; personnel; facilities; travel and reporting required by the institution. Participates in short and long-range planning and policy or program development by analyzing operational policies, resource utilization, etc. and developing recommendations for school management. Oversees expenditures within established limits. Understands, communicates, and monitors budget activities and analyzes variances/targets.
• Coordinates projects and events for the school including seminar series, faculty symposiums, research forums, and engagement activities.
• Coordinates admissions, thesis defense and graduate/master’s committee meetings.  This also includes coordination of any related printed materials and final product.
• Responds to school and staff with questions regarding expense reports/requisitions/check requests in ERP (which will require being knowledgeable of institutional and extramural funding policies and procedures).
• Serves as a primary point of contact/ information for office and as a liaison to visitors (investigators, vendors, students, etc.) as required and fulfills information requests from internal and external business contacts. Coordinates visitors and observers process for the office.
• Coordinates faculty and student visits including recruitment and collaborative visits for school.
• Coordinates and maintains calendar of school meetings informs faculty and administrative staff of meeting schedule. Prepares meeting agenda, minutes and other related materials.
• Schedules & maintains calendars, appointments, meetings & travel itineraries/arrangements for school.
• Resolves routine and complex inquires and problems requiring in-depth knowledge of school and organizational policies, procedures & projects in progress.
• Resolves routine and complex inquires and problems requiring in-depth knowledge of school and organizational policies, procedures & projects in progress. 
• Other duties as assigned.

Minimum Education: Bachelor’s Degree; 4 additional years of experience plus the minimum experience requirement may substitute for minimum education.