Job Title: Office Coordinator
Classification: C3
Department: PCE Student Services
Updated: September 2024

Job Summary

This position supports Padnos College of Engineering (PCE) Student Services, which includes advising and outreach. This position supports PCE outreach activities. Additionally, this role supports front-office functions for the undergraduate advising center within PCE Student Services. This is a full-time, 40 hour/week position.

Essential Functions

• Main support of K-12 and community outreach for PCE through event coordination, summer camp support, processing room reservations, communicating with K-12 educators and community members, and provide and pack materials for outreach events. 
• Performs receptionist duties such as receiving visitors, answering the telephone, scheduling appointments, and taking messages. 
• Receives, opens, routes mail and may compose responses to standard inquires. 
• Monitors department budgets including inputting, tracking, and approving financial transactions in Workday.
• Hires, trains, and supervises student workers.
• Monitors all Outreach email accounts. 
• Maintains PCE Outreach websites by updating content and contact information. 
• Develops new advertising materials for distribution, including seasonal outreach events. 
• Inventories and orders materials, publications, supplies, and/or merchandise. 
• Functions as a liaison between units within PCE and university offices. 
• Prepares email blasts to K-12 schools utilizing Emma or other University approved marketing software. 
• Prepares reports which may require compiling and computing statistical data. 
• Disseminates information which may require explanation and interpretation of the university and department policy and procedures. 
• Provides event support for PCE, including coordinating volunteers and staff for PCE outreach events and camps. 
• Supports FIRST Robotics practice field staffing with student workers.
• Serves as main administrative support for summer programming which may include updating records, receiving/processing payments, and communicating with stakeholders. 
• Monitors award budgets including inputting, tracking, and approving financial transactions in Workday for funding awarded to Outreach. 
• Ability to coordinate events between multiple campuses and buildings. 
• Establish and maintain filing and recordkeeping systems. 
• Maintain a strong commitment for confidential information and FERPA rules and requirements.
• Process major declarations for PCE.
• Other duties as assigned.

Non-Essential Functions:

• Contributes to the PCE Marketing strategy with written materials and/or social media content/sharing.

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

Not Applicable.

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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