Human Resources

Title: Office Coordinator - Graduate Studies & Grants Admn.
Classification: C3
Department: Graduate Studies & Grants Administration

Job Summary:

 Coordinates a variety of duties for the Office of Grants Development & Administration in which discretion and/or judgment concerning the procedures to use or policies to follow is required.
 

Primary Duties & Global Responsibilities:

 

(Must be able to perform these duties; usually consist of more than 5% of your job.)

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 Receives information in various forms and determines the appropriate method of processing.

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 Responsible for the coordination/completion and the quality of the clerical work for the Office of Grants Development & Administration which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system

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 Acts as liaison between the Director of Grants Development & Administration,

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 Deans, Unit Heads/Chairs, faculty, staff, outside agencies/organizations, and others

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 Responsible for creating, maintaining and updating all grants files and other official records, record keeping systems; paper and/or electronic

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 Compiles and logically formats statistical data and reports

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 Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information

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 Monitors departmental BANNER accounts, reviews budget reports and reconciles the reports with the department/offices records

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 Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems

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 Create and maintain database systems

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 Maintains and updates the Grants Development and Administration website

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 Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel or other related duties for both internal and external contacts

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 Responsible for ordering office supplies; process travel vouchers, requisitions, IDCs, I9s and various university forms.

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 Supervise student employees and may act as a lead worker to other COTs

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 Process student employee timecards and maintain appropriate records monitoring available dollars.

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 Manage/maintain Director of Grants Development & Administration schedule

Secondary Duties & Responsibilities:

 

(Must be able to perform these duties; usually consist of less than 5% of your job.)

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Make travel arrangements

Minimum Required Qualifications

:

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 High school graduate

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 Minimum of three years of related experience and/or relevant training

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 Demonstrated experience to successfully work under pressure and meet deadlines

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 Demonstrated experience to successfully maintain positive interpersonal relationships.

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 Demonstrated experience to successfully operate office equipment

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 Demonstrated experience to successfully provide quality customer service

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 Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

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 Possess strong verbal and written communication skills

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 Type 50 wpm accurately; spelling competency (minimum 80% accuracy).

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 Demonstrated experience to successfully use a variety of computer software applications (Excel, Adobe, PowerPoint, Word, etc).

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 Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.

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 Excellent grammar and proofreading skills.

Desired Qualifications:

(Preferred in addition to required qualifications.)

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 Some college course work.

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 Higher education experience.

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 Supervisory experience.

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 Knowledge of and experience with sponsored agreements or contracts.

Supervision Received

: (Who provides supervision?)

Receives general instruction from Director of Grants Development & Administration, but is generally expected to work independently

Supervision Exercised

: (Who do you supervise?)

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. May participate in personnel decisions, such as hiring, terminating, disciplining and evaluating of COTs, but is not the decision maker.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibility of any particular position shall be. It is not intended to omit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Revised Date: November 2007 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.