Job Title: Office Coordinator (Part-Time) - TRIO Veterans Upward Bound
Classification: C3
Department: TRIO Veterans Upward Bound
September 2023

Job Summary

This position will coordinate and provide support for TRIO Veterans Upward Bound, includes assisting with a variety of duties in which discretion and/or judgment concerning the procedures to use or policies to follow is required. This is a grant funded position.

Essential Functions

• Receives information in various forms and determines the appropriate method of processing.
• 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; correspondence; maintain office filing system.
• Responsible for creating, maintaining, and updating files and record keeping systems; paper and/or databases.
• Compiles and logically formats statistical data and reports including assistance with the Annual Performance Report (APR).
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures and directs individuals to sources of additional information.
• Monitors departmental budget, reviews budget reports, and reconciles the reports with the department/office’s records.
• 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 planning for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Responsible for ordering office supplies; process various university forms.
• Manage/maintain supervisor’s schedule.
• Acts as liaison between department staff, participants, outside agencies and organizations and GVSU staff and faculty.
• Coordinate all clerical duties associated with staff searches.
• Conducts special projects and assignments as directed.
• Coordinates special events and functions.
• Coordinate and maintain departmental resources.

Non-Essential Functions:

• Supervise student employees and may act as a lead to other PSS or temporary staff.
• Process student employee Workday and maintain appropriate records monitoring available dollars.
• Make travel arrangements.
• Manage marketing, branding, and communication materials.
• Other related duties as assigned.

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

• Experience working with federal, state, or foundation grants.
• Experience working with individuals from diverse social identities.
• Strong computer software skills, specifically excel.
• Military service or familiarity with military community.
• Some college course work.
• Higher education experience.
• Supervisory experience.
• Preference will be given to applicants who have succeeded in overcoming barriers similar to those confronting the project's target population.

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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