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Administrative Coordinator I - Archives & Exhibits - 999818
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Job Number: 506114
Work Type: Full Time with Full Benefits
Location: Fort Lauderdale-Davie, Florida
Department: Library-University Archives
Categories: Library Services
| About Us: |
We are excited that you are considering joining Nova Southeastern University!
We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University. NSU considers applicants for all positions without regard to race, color, religion, creed, age, sex, sexual orientation, gender identity or expression, genetic information, disability, political affiliation or belief, national origin, marital or veteran status or any other legally protected status. |
| Job Title: | Administrative Coordinator I - Archives & Exhibits - 999818 |
| Location: | Fort Lauderdale-Davie, Florida |
| Work Type: | Full Time with Full Benefits |
| Job Category: | Non-Exempt |
| Hiring Range: | $35,100 |
| Pay Basis: |
Hourly |
| Subject to Grant Funding?: | No |
| Essential Job Functions: | 1. Digitize analog materials and prepare digital files in compliance with digital curation practices, including image post-processing, creating OCR transcriptions, quality control, uploading to a collection management system, and file maintenance 2. Rehouse existing and incoming collections following archival standards and best practices 3. Assist archives staff in describing collections and creating finding aids, including evaluating, sorting, arranging, and describing materials to facilitate access to information 4. Organizes, maintains and archives project files, exhibition documentation and installation instructions 5. Assist in the development and scheduling of exhibit programs for a wide variety of user groups, including scholars, educators, and community members 6. Collaborates with archives staff to prepare exhibition layout, exhibition schedules, coordination of outside artists and groups, and museum travelling exhibits 7. Assists in the logistical planning of the whole exhibition process for five to six annual exhibits 8. Produces exhibits, signage and print text and graphics using appropriate computer applications or outside source. 9. Implements University or departmental policies, procedures, and service standards in conjunction with management. 10. Interprets administrative and operating policies and procedures for employees. 11. Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. 12. Coordinates activities with other supervisory personnel or with other work units or departments. 13. Performs general office duties, such as ordering supplies, maintaining records in management database systems, and performing basic bookkeeping work. 14. Uses computers for various applications, such as database management or word processing. 15. Performs administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents. 16. Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software. 17. Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents. 18. Operates telephone equipment to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments. 19. Schedules and confirms appointments for clients, customers, or supervisors. 20. Coordinates conferences, meetings, or special events. 21. Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution. 22. Inventories and orders materials, supplies, and services. 23. Plans for or coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, landscaping, pest control, and/or security services. 24. Learns to operate new office technologies as they are developed and implemented. 25. Completes special projects as assigned. 26. Performs other duties as assigned or required. |
| Marginal Job Functions: | 1. Performs special projects as assigned. 2. May be required to lead the activities of student worker(s). |
| Required Knowledge, Skills, & Abilities: | Knowledge: 1. Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. 2. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction. 3. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. 4. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint). Skills: 1. Service Orientation - Proficient skills in actively looking for ways to help people, organization and planning, including calendar and event management. 2. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one. 3. Time Management - Proficient skills in managing one's own time and the time of others. 4. Social Perceptiveness - Proficient skills in being aware of others' reactions and understanding why they react as they do. 5. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience. 6. Speaking - Proficient skills in talking to others to convey information effectively. 7. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. 8. Reading Comprehension - Proficient understanding of written sentences and paragraphs in work-related documents. Abilities: 1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. 2. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand. 3. Selective Attention - The ability to concentrate on a task over a period of time without being distracted. 4. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense. 5. Detail Oriented - The ability to pay attention to details, understand underlying cause/effect relationships, and account for those details and relationships. 6. Confidentiality - The ability to maintain confidential information. 7. Ability to multitask and to handle multiple projects simultaneously, and to meet deadlines. 8. Ability to interpret and explain guidelines, policies, and procedures. 9. Ability to understand non-routine notes, written instructions, and general policy statements. 10. Ability to work cooperatively with colleagues and supervisory staff at all levels. Physical Requirements and Working Conditions: 1. Speech Recognition - Must be able to identify and understand the speech of another person. 2. Speech Clarity - Must be able to speak clearly so others can understand you. 3. Near Vision - Must be able to see details at close range (within a few feet of the observer). 4. Travel - Must be able to travel on a daily and/or overnight basis. 5. May be required to work nights or weekends. 6. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties. 7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards. 8. Must be able to lift and carry up to 50 lbs. |
| Job Requirements: | |
| Required Certifications/Licensures: | |
| Required Education: | High School Diploma or Equivalent |
| Major (if required): | |
| Required Experience: | High School Diploma and three (3) years of clerical/administrative experience, and/or coordinating various projects in an office environment, and/or hands on experience with archival collections, museums, creating exhibits, graphic arts, or similar. - OR – Associate's degree and two (2) years of clerical/administrative experience and/or coordinating various projects in an office environment, and/or hands on experience with archival collections, museums, creating exhibits, graphic arts, or similar. |
| Preferred Qualifications: | 1. Experience in grant writing. 2. Working knowledge with Adobe Creative Cloud Software, especially InDesign, Illustrator, and Photoshop. 3. Experience handling and installing fine art. |
| Is this a safety sensitive position? | No |
| Background Screening Required? | Yes |
| Pre-Employment Conditions: |
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| Sensitivity Disclaimer: | Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary. |
Advertised: Eastern Daylight Time
Applications close: Eastern Standard Time