Job Title: Office Coordinator
Classification: C3
Department: Brooks College of Interdisciplinary Studies Dean’s Office
Updated: March 2019

Job Summary

Coordinates a variety of duties for the Brooks College of Interdisciplinary Studies with a focus around college communications, in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

Essential Functions:

• Maintain websites for the Brooks College of Interdisciplinary Studies (Brooks College), the Supplemental Writing Skills Program (SWS) and the Lake Michigan Writing Project (LMWP), and create attractive and effective content for these websites that adheres to university standards. This includes working with a variety of faculty and staff to ensure web information is current.
• Interact with and monitor social media platforms for Brooks College and LMWP.
• Create and maintain database systems. Responsible for data entry, maintenance, management and report retrieval.
• Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
• Create, maintain, and update files and record keeping systems (paper and/or computerized). Compile and logically format statistical data and reports.
• Collect and distribute information for annual reports, Brooks College newsletters, faculty/staff awards, strategic planning, enrollment/faculty load, and other reports.
• Provide support within Brooks College in areas of communication, research, statistical compilation, and preparing SWS/LMWP meeting minutes. 
• Serve as a point of contact for SWS, and LMWP to explain and interpret relevant university and departmental policies and procedures, and direct individuals to sources of additional information.
• Receive information in various forms and determine the appropriate method of processing.
• Manage communications and provide logistical support for SWS and LMWP. For SWS, this includes tracking course approvals and waivers, assisting with the assessment process, and record-keeping for Writing Across the Curriculum program. For LMWP, this includes generating recruitment and publicity materials for various LMWP initiatives (Invitational Summer Institute, Teacher Research Institute, Open Institutes, Professional Development Workshops, and Youth Writing Camps), advertising, recruitment, and enrollment for LMWP Summer Camps, and generating and managing necessary permissions and medical releases for youth writing camps.
• Provide budget support for SWS and LMWP. For SWS, this includes processing travel and expense forms, requisitions, honorariums. For LMWP this includes reconciling and tracking expenses, scholarships and stipends, as well as generating data-entry drafts of required budget and program activity reports for grants (e.g. the National Writing Project requires funding requests in Winter, budget updates in Winter and Fall, and annual Site Profile Reports in Fall).
• Coordinate with other office staff to ensure the completion of high quality clerical work for the office, which includes answering telephones, providing information, or routing calls to appropriate person; opening and routing incoming mail and preparing outgoing mail, including bulk mailings; typing memos and other correspondence; maintaining office filing system.
• Conduct special projects and assist with events as directed.
• Complete other related duties as assigned.

Non-Essential Functions:

Not Applicable

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:

• Some college course work.
• Higher education experience.
• Supervisory experience.
• Previous experience with website and database management.
• Previous experience managing social media platforms.
• Previous experience producing office communications for external audiences.

Supervision Received:

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

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other 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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