Under the supervision of the Program Operations Manager, Directors and the Center for Equity for English Learners staff, this position uses advanced problem-solving and independent decision-making skills to manage the daily operations of the Center for Equity for English Learners (CEEL) and staffs the Center; provides support and advisement and is able to resolve complex issues; coordinates professional development, events and workshops; reviews and revises CEEL’s policies and procedures; supports reconciliation of expenses, budgets and transactions related to contracts and grants. Serves as a main point of contact for external and internal partners and supports CEEL Executive Director, Directors and other staff.
Responsible for overall organization, coordination, and maintenance of CEEL operations and procedures to ensure organizational efficacy.
Position Specific Responsibilities/Accountabilities
CEEL OFFICE MANAGEMENT (20%)
Serve as a liaison for the Executive Director, Directors, and Center staff. Provide ‘frontline’ interface with faculty, partners, and administrators, including coordination of all documents and packets associated with such interface. Serve as a senior resource for all personnel, speakers, guests, partners, and university administrators.
Provide oversight and leadership for ensuring project deadlines, problem-solving, and follow up regarding assignments.
Maintain CEEL and staff calendars including collaboration with SOE staff and shared electronic calendars to troubleshoot conflicts and provide accurate, updated, and timely information to appropriate parties.
Provide general guidance on regularly used office software (e-mail, word processing, university systems, e.g. Brightspace, Zoom, Terminal4, Wufoo, etc.).
Oversee and provide support for troubleshooting instructional technology and office equipment (copiers, fax, scanners, printers, etc.)
Design, coordinate, and manage tasks and assignments to ensure quality and support for CEEL’s projects and efforts.
PROFESSIONAL DEVELOPMENT PROGRAMS (25%)
Oversee, support, facilitate, and coordinate all aspects of CEEL professional development programs, meetings, special events, and program orientations, including logistics, parking arrangements, catering, securing locations, securing technology set-up, coordinating communication, creating agendas and minutes, and distributing appropriate information.
Support professional development program recruitment efforts and respond to professional development program inquiries.
Coordinate and schedule professional development including certificate dates and program flyers. Submit to appropriate project leads for approval and/or collaboration.
Coordinate registration, completion and tracking processes.
Coordinate technical support for instructors and participants.
CEEL COMMUNICATIONS & OUTREACH (20%)
Research, develop, revise, and distribute/publish information and data for the Center on official website, EMMA, and/or social media applications as designated.
Develop, maintain, and facilitate all internal and external communications
Maintain, edit, and update all database contact lists, directories, and mailboxes.
Coordinate and maintain files and organization of website, media, and outreach.
ASSESSMENT, IMPACT, AND CONTINUOUS IMPROVEMENT (15%)
Support data gathering and reporting for organizational impact and continuous improvement processes.
Support the preparation of annual analysis reports to determine impact and sustainability of programs as well as to identify areas of improvement.
BUSINESS SUPPORT (15%)
Drive CEEL’s timely fiscal reporting and ongoing operations by coordinating across LMU departments and CEEL faculty and staff.
Monitor and coordinate the Center’s personnel purchases, as requested, via business credit cards or reimbursement; including travel arrangements and processing required paperwork for attendance at conferences.
Prepare reports to reconcile expenditures, invoice for services, or other as…