Job Title: Office Coordinator
Classification: C3
Department: Center for Education Partnerships
Updated: February 2025

Job Summary

This position provides clerical support for the Center for Educational Partnerships (CEP) in the GVSU College of Education and Community Innovation. This role is essential in the running of numerous events and maintaining multiple budgets, including grants administered by the office. The coordinator is the initial contact person for the office with the broader public and partners of the college

Essential Functions

Financial

• Maintains and analyzes budgetary records, including all GVSU financial systems, e.g., Workday, Banner, and expense card, by performing bookkeeping related duties such as reconciling, monitoring, tracking expenditures, preparing statements regarding the status of accounts, and making recommendations as to projected budgets.
• Processes all CEP transactions using university programs, including Workday, OnBase, and Banner.
• Process student employee payroll/Workday and maintain appropriate records monitoring available dollars.

Administrative

• Generates a variety of materials such as reports, memorandums and forms on programs including, but not limited to, using Microsoft Office, Zoom, and Google Workspace systems.
• Proofreads and corrects materials, edits grammatical errors.
• Receives, opens/routes mail and digital communication and may compose responses to standard inquiries; maintains CEP email.
• Maintains filing and/or database and recordkeeping systems on paper and/or virtual storage system on computer.
• Prepares reports which may require compiling and computing statistical data.
• Coordinates all clerical duties associated with staff searches and participates as a committee member on CEP searches.
• Acts as a liaison between department supervisor and department staff and/or campus community.
• Identifies, prepares and processes various university forms.
• Provides support to staff including office space, keys, name plates and computer access.
• Maintains and orders supplies for the department.
• Performs routine web-site maintenance, including and not limited to updating content, staff information, calendar of events, and registration forms.
• Disseminates information which may require explanation and interpretation of the university/department/division’ policies and procedures including limited student advising.
• At times, acts as a liaison between the unit head, Dean’s Office, faculty, staff, students, and outside organizations.
• Collaborates across and provides backup support to other CECI units as needed.
• Takes, transcribes, and distributes department meeting minutes.
• Manages/maintains the department's schedule.
• Supervises student employees and may act as lead worker for other PSS.

Program Support

• Assists coordinating special events including, but not limited to, PK-12 Advisory Council and Groundswell Student Project Showcase.
• Coordinates scheduling tasks and supports services associated with preparing and making arrangements for major meetings, events, conferences, exhibits, travel, or other related duties for both internal and external contacts.

Other Duties

• Other related duties as assigned.

Non-Essential Functions

N/A

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience. 
• Experience with various computer software applications such as Microsoft Office and/or equivalent. 
• Demonstrated experience to successfully operate office equipment. 
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others. 
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Accounting or budgeting experience.
• Post-secondary certificate or college courses.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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