Office Coordinator - Multicultural Affairs
Job Title: Office Coordinator
Classification: C3
Department: Multicultural Affairs
Updated: January 2019
Job Summary
Coordinates a variety of duties for the department, which involves database data entry, maintenance, student record updates and generating of reports utilizing various database programs within the department.
Responsibilities
Essential Functions:
- Responsible for database maintenance and record updates for multiple program database systems.
- Responsible for data entry and producing summaries and assessment reports for various programs within the Office of Multicultural Affairs. Compiles and logically formats statistical data and reports. Works with the lead PSS with the coordination/completion and the quality of the clerical work for the office which includes answering telephones, providing information, or routing calls to appropriate person; opens and routes incoming mail and prepares outgoing mail and correspondence, including bulk mailings; types letters, forms and correspondences; maintains office filing system.
- Inputs and updates the office’s events on the university events calendar.
- Receives information in various forms and determines the appropriate method of processing. Responsible for maintaining and updating files and record keeping systems, paper and/or computerized. Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
- Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
- Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for programs and events.
- Works with the lead PSS to hire, train, supervise and evaluate students workers.
- Schedule student workers' work schedule and assign workloads. Oversees the front desk reception area.
- Assists with the office’s programs committees’ work including taking meeting minutes, scheduling meetings and preparing correspondences.
- Coordinates events and programs by reserving rooms, ordering AV equipment and assists with hosting the functions.
- Conducts special projects and assignments as directed.
- Coordinates and maintains departmental resources, i.e. library, vouchers, handouts. Edits and proofreads correspondence, reports and materials for mailing and publication.
- Works closely with the lead PSS.
- Other related duties as assigned.
Non-Essential Functions:
- Make travel arrangements.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
- Demonstrated experience to successfully operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Typing and spelling competency.
- Demonstrated experience to successfully to use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Excellent grammar and proofreading skills.
Preferred Qualifications:
- Some college course work.
- Higher education experience.
- Supervisory experience.
Supervision Received:
Receives general instructions 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.