Job Title: Office Coordinator
Classification: C3
Department: Kaufman Interfaith Institute
Updated: April 2019

Job Summary

Coordinates a variety of duties for a department/office/division in which discretion and/or judgment concerning the procedures to use or policies to follow is required. Operates with a high-level of autonomy, organizing and administering programs, events, and other activities on behalf of the Institute and its director. Represent the Director externally, as needed.

Essential Functions:

• Responsible for the coordination/completion and the quality of the clerical work for the department/office which includes answering telephones, providing information, or routing calls to appropriate person; opening and routing of incoming mail and preparing outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system.
• Responsible for creating, maintaining and updating files and record keeping systems; paper and/or computerized.
• Develops and issues reports based on data analysis for internal and external audiences.
• Creates and disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Gives presentations on campus and externally.
• With the director, develops and monitors departmental budgets, reviews budget reports and reconciles the reports with the department/offices records on a monthly basis.
• Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
• Creates and maintains database systems.
• Performs and coordinates scheduling tasks and support services associated with preparing and arranging for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Responsible for ordering office supplies, processing travel and expense reimbursements, invoices, requisitions, IDCs, I9s and various university forms.
• Performs scheduling and managing of calendars, scheduling meetings and preparing correspondence, both internal and external.
• Writes grant proposals and annual reports, and contracts with external clients for both long-term and short-term projects. Oversee grant funding and budgeting, including tracking expenses and ensuring compliance with grant stipulations.
• Prepares independent contracts for work with vendors for both long-term and short-term projects.
• Writes and issues correspondence, reports and materials for the Kaufman Interfaith Institute staff which demonstrates ability to communicate understanding of interfaith issues.
• Develops and maintains KII email account and website. 
• Develops and oversees weekly KII newsletter distribution.
• With program staff, leads planning and implementation of internal and external events, meetings and program functions for KII staff.
• Acts as liaison with inside and outside contacts in preparing meeting materials, minutes, program communications, updates and other support functions related to the KII.
• Provides administrative support regarding all aspects of planning and implementation of the grant reporting for KII grants. Tracks multiple grants and reporting requirements; initiatives and drafts grant narrative reports.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes edits and submits materials for internal/external communications.
• Maintains processes and manipulates data using word processing, database, and spreadsheet applications. Learns and uses new technologies to improve processes.
• Compiles data and materials for presentations and proposals.
• Hires, manages, and evaluates student intern schedules, training, orientations and activities.
• Coordinates, publicizes and/or provides support for special events and functions.
• Takes minutes at meetings as requested.
• As a member of the leadership team in the Institute, contributes to program planning, strategic planning, and visioning of the Institute.
• Coordinates and maintains departmental resources, i.e. books, vouchers, handouts, brochures.
• 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.

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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