Job Title: Office Coordinator
Classification: C3
Department: College of Education and Community Innovation
Updated: October 2019

Job Summary

Provides clerical support for a department/office.

Essential Functions:

• Coordinate and manage departmental email account. Respond to appropriate inquiries and forward to appropriate contact when necessary.
• Assist with the design and maintenance of the departmental website.
• Maintain and analyze budgetary records, Banner and P-Card, by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements regarding the status of accounts and making recommendations as to projected budgets.
• Hires, trains, evaluates, and supervises student employees and oversees front desk operations.
• Coordinates academic advising for CECI undergraduate and graduate faculty.
• Maintain and provide training for faculty and staff users of university student retention software, EAB Navigate.
• Generates a variety of materials such as reports, memorandums, correspondence, forms, using computer systems.
• Proofread and correct materials; edits grammatical errors.
• Performs receptionist duties such as receiving visitors, answering the telephone, taking messages
• Receives, opens, routes mail and may compose responses to standard inquiries.
• Maintains filing and/or database and record keeping systems on paper and/or computer.
• Prepares reports which may require compiling and computing statistical data.
• Disseminates information which may require explanation and interpretation of the university/departments/ divisions’ policies and procedures including limited student advising.
• Acts as a liaison between department supervisor and department staff and/or campus community.
• Prepares and processes various university forms.
• May assist with departmental admissions process.
• Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings, facilities and events.
• Establish and maintain filing and recordkeeping systems.
• Other related duties as assigned.

Non-Essential Functions:

• Takes, transcribes and distributes departmental meeting minutes.
• Reviews budget reports and reconciles the reports with the department/office’s records.
• Coordinates special events.
• Assist students with registration, drops, and adds.

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.
• Experience in higher education.
• Supervisory experience.
• Experience with accounting software applications.
• Accounting experience.

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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