Job Title: Office Coordinator – School of Computing/Regional Math & Science Center
Classification: C3
Department: Comp/Info Systems
Updated: May 2022

Job Summary

This position supports two computer science initiatives at GVSU: The School of Computing graduate programs along with the Advanced Computing Institute (ACI) and the Regional Math and Science Center’s (RMSC) K-12 computer science outreach efforts. The Coordinator will be responsible for supporting the Computing and ACI receiving spaces, supporting faculty, students and staff in those units, and planning, processing and tracking efforts related to GVSU’s role leading K-12 computer science outreach through the RMSC. This position will primarily work in the Grand Rapids Health Campus.

This position is partially supported by an external grant. The continuation of this appointment is contingent upon the receipt of grant funds sufficient to support the position.

Essential Functions

• Responsible for operation of an office serving multiple departments and programs.
• Work with complex situations requiring independent judgment in nonstandard situations.
• Responsible for coordination and organization of activities across units and colleges, including external organizations.
• Submit budgets and finance statements and processes invoices and payments.
• Coordinate events and activities that span internal and external groups at multiple locations.
• Work with event services and hotels in support of events.
• Receives information in various forms and determines the appropriate method for 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; typing memos and other correspondence; maintain office filing system.
• Responsible for creating, maintaining and updating filing information, record keeping systems; paper and/or computer.
• Compiles and logically formats statistical data and reports.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Monitor departmental budget reports, and reconciles the reports with the department/office’s records.
• Generates reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials using various computer systems.
• Responsible for ordering office supplies and other program inventory; processing various university forms.
• Supervise student employees.
• Process student employee payroll/Ultratime and maintain appropriate records monitoring available dollars.
• Maintain/schedule for orientation/advising/special projects/programs/events for multiple programs/departments.
• Acts as liaison between School Director, Regional Math and Science Center, institutes, faculty, staff, students, other academic units, and outside agencies and organizations.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts
• Manage/maintain supervisor’s schedule.
• Coordinate/monitor grade processing.
• Assist in academic year scheduling of courses, classrooms, times, and faculty for the department.
• Other related duties as assigned.

Non-Essential Functions:

• Textbook orders for faculty.
• Make travel arrangements for staff.

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.
• Experience in higher education.
• Supervisory experience preferred.
• Demonstrated ability to work independently and for multiple constituents.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience working with databases.
• Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.

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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