Office Coordinator

Job Summary

The ideal candidate will compassionately, and in a student-centered way, coordinate and maintain an efficient office operation and perform responsible administrative duties of a complex and confidential nature in support of office activities to assist the Health & Exercise Science Department Chair in various administrative responsibilities.

This is a part-time position of 20 (50%) hours per week.

Essential Duties and Responsibilities includes the following. Other duties may be assigned.

• Provide a physical presence in the office: be the “face” of the office for visitors, campus tours, to be available to answer questions, assist contract teachers, and let people into the building.
• Department Email Correspondence: receive and send emails from the departmental email address, which often receives inquiries about the majors.
• Professionally maintain appropriate confidentiality as needed with all students, faculty, staff, and university related information. Such information may include, but not limited to, preparing and processing contracts for the department chair’s review, such as course scheduling, bulletin revisions, memoranda of understanding for internships, adjunct faculty contracts, contract labor agreements, student labor contracts, etc.
• Make meeting engagements, along with maintaining accurate meeting records.
• Effectively arrange (and coordinate the details) for classroom spaces, class field trips, rental vehicles, visiting groups, etc., in coordination with the facilities manager
• Make departmental purchases through Jaggaer, maintain purchasing records, create receipts, and communicate with vendors as needed. Handle requisitions for office supplies and course materials and track orders proactively.
• Manage/update departmental alumni contact information and outreach: for departmental newsletter and other ways we may reach out to them
• Department Website Maintenance: collaborate with the campus Webmaster to make changes, apply updates, and maintain dept. website using TYPO 3
• Use BANNER to generate reports: as needed for Budget, Department Majors, etc.
• Assist in grading student work: as needed
• Student Advisor: as needed
• Perform other administrative duties such as:
  • Recommends departmental office procedures, assisting with budget monitoring, coordination of departmental activities and events, and works with other departments, especially administrative
    departments.
  • Maintains up-to-date department handbooks/manuals (ex., office coordinator handbook, adjunct handbook, internship handbook, etc.), directives, budget records, and related materials and keeps the chair informed of changes.
  • Sets up and maintains office files and personnel records for the smooth running of the office and for the reference of the staff.
  • Studies correspondence and departmental paperwork received and sent out. Checks and compares with previous reports or other data and brings to the attention of the chair significant items, errors, or omissions.
  • Prepares letters, statements, and reports (including for annual assessments) based on information provided, including mail-merging letters.
  • Directs students in the organization of the department, its policies, practices, and procedures.
  • Screens all telephone calls, making proper referrals, scheduling appointments, and answering questions regarding departmental policy, practice, or procedure.
  • May serve as a student club sponsor (as needed)
  • Department social media posts (Facebook, Instagram, and other) for updates, announcements, etc.
• Available during normal business operating office hours, generally within the range from Mondays through Thursdays 8:30 am - 5:00 pm and Fridays 8:30 am - 12:00 pm; specific hours to be scheduled upon hire.

Competency:

Incumbent will be assigned extended multiple work assignments or projects within framework or procedures. Incumbent may be checked for proper procedure at intervals, but accuracy is usually assumed. Exceptional organizational, interpersonal, and planning skills with ability to meet deadlines. Ability to maintain a high level of professionalism at all times.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelor's degree (B. A. or B. S.) from four-year college or university; five years related experience and/or training, in an academic environment; or equivalent combination of education and experience.

Language Ability:

Excellent verbal and written communication skills. Ability to use tact and diplomacy and exude a positive image, as well as effective customer service.

Math Ability:

Ability to do math to ensure that budget and billing records are accurate.

Reasoning Ability:

Analytical thinking and interpersonal skills. Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer Skills:

To perform this job successfully, an individual should be competent in using the Microsoft Office Suite, Banner, Kronos, and Typo3.

Supervisory Responsibilities:

This job may supervisor department teaching assistant/s.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical office demands. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
No specific or unusual physical or environmental demand. The employee must occasionally lift and/or move up to 25 pounds.

Wage Range: $19.12 to $21.25 per Hour

Required Skills


Required Experience