Mitchell Hamline School of Law is seeking to hire a full-time Administrative Coordinator. The Administrative Coordinator manages daily operations of the externship program, serving as the first point of contact for students, faculty, alumni, and external partners. Responsibilities include responding to student inquiries, managing externships data, coordinating schedules, meetings, events, reports, handling supplies, and office systems. This position also supports department staff and faculty as…
assigned, assists with budgets, and helps with various project management. The role requires strong organizational, multitasking, and communication skills, with attention to detail, and professionalism in a fast-paced environment. The Administrative Coordinator is expected to demonstrate a high level of discretion and confidentiality.
Essential Duties and Responsibilities:
- Office Management: Oversee daily office operations, including answering phones, managing emails, and ensuring smooth office functions. Establish and document departmental procedures.
- Externship Management: Manage data in three platforms: Canvas, 12Twenty, and Jenzabar.
- Document Handling: Organize and maintain files, both physical and digital, ensuring confidentiality and accessibility. Assist with the copying of requested materials.
- Data Entry & Reporting: Assist in entering data into systems, generating reports, and performing research as needed.
- Project Management: Provide departmental projects assistance as directed. task prioritization and follow-ups on pending projects or tasks as needed.
- Learning Management System and Course Support: Duties include but are not limited to copying courses, updating templates, creating grading groups and pairing guides, updating course materials, and conducting course QA. Ensuring all data is correct.
- Scheduling & Calendar Management: Manage appointments, meetings, and travel arrangements for supervisors and others as needed.
- Communication: Act as first point of contact for students, staff, and faculty relaying information as necessary. Handle routine and complex correspondence.
- Meeting Coordination: Schedule and prepare for meetings, including preparing agendas, booking rooms, assisting with document and presentation preparation, organizing meeting materials and take minutes as needed.
- Event Planning and Execution: Tasks to include but not limited to the coordination of the events schedule, attendee registration, hotel and travel accommodations, room reservations, coordination with catering, facilities, and IT.
- Inventory & Supplies Management: Maintain office supplies and equipment, ensuring that resources and materials are stocked and ordered as needed or requested.
- Task Management: Complete expense reports, reconcile p-cards, Coordinate accounts payable and check requests as needed.
Secondary job activities:
- Ability to support clinic client work when the Clinic Administrative Coordinator is unavailable.
- Train others in systems and procedures including but not limited to Brightly, Canvas, supply process, travel process.
- Attend department and other meetings as needed and assist with minute taking and retention.
- May provide support and training for other office staff colleagues
- Performs other duties and responsibilities as requested or required.
An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
Knowledge, Skills and Abilities:
- Strong verbal, written and interpersonal communication skills
- Excellent attention to detail
- Demonstrated problem solving skills
- Ability to handle multiple tasks with strong time management and prioritization skills
- Capacity to independently prioritize time-sensitive matters while balancing ongoing administrative projects
- High level of initiative
- Ability to work in a fast-paced department with frequent interruptions
- Ability to develop and maintain personal systems for workflow and correspondence tracking
- Collaborative working style, frequent interaction with other departments
- Strong customer service skills
- Ability to interact with a wide variety of individuals
- Interest in contributing to a welcoming and respectful environment
- Ability to work independently and collaborate as part of a team
- Ability to work with data and information requiring a high degree of confidentiality and discretion
Minimum Qualifications:
- Requires a High School diploma or equivalent
- 3 years of administrative support experience
- Proficient in Microsoft Outlook, Excel, and Word
Preferred Qualifications:
- Associate's degree in business or related field
- Previous administrative support or related experience
- Higher education work experience
- Event planning experience
Compensation Range: The anticipated compensation range for this position is $21.50 - $29.00 hourly.
Benefits:
- Health insurance
- Dental insurance
- Life/AD&D insurance (MHSL pays for)
- Optional Life Insurance
- Disability Benefits (MHSL pays for)
- Paid time off (PTO)
- 403(b) Retirement plan (Generous MHSL match)
- Employee Assistance Program (EAP)
- Competitive compensation package
- A respectful workplace
To apply, please submit a cover letter and resume. Review of applications will begin immediately and will continue until the position is filled or otherwise closed at the School's discretion.