Job Title: Office Coordinator – Padnos College of Engineering and Computing
Classification: C3
Department: Eng/Computing Dean's Office
Updated: November 2022

Job Summary

Coordinates a variety of duties for the Padnos College in which discretion and/or judgment concerning the procedures and policies to follow are required.

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; open and route incoming mail and prepare outgoing mail, including bulk mailings; creating correspondence; maintain office filing system; maintain departmental resources, i.e., handouts, swag, hosting supplies.
• Manage office staff calendars and travel arrangements as needed.
• Responsible for creating, maintaining, and updating files and record keeping systems; paper and/or computerized.  Compile and logically format statistical data and reports.
• Manage office funds, including e-print balancing, tracking accounts, and managing budget records.
• Perform and coordinate scheduling tasks and support services associated with preparing and planning for major meetings, conferences, exhibits, travel, or other related duties for both internal staff and external contacts. 
• Use university systems to process travel via Concur, complete OnBase activities, use Page up for hiring activity, process Course Dog schedule changes, order office supplies, and use other university systems as needed for college task completion.
• Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer programs and systems.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to source of additional information.
• Coordinate clerical duties associated with staff searches.
• Conduct special projects and assignments as directed.
• Coordinate special events and functions.
• Coordinate and maintain departmental resources.
• 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.
• Familiarity with graphic design and photo editing software.
• Previous experience managing social media platforms and websites.
• Travel planning and booking experience.
• Event planning experience.

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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