Job Title: Office Coordinator, Seidman Dean’s Office (Outreach Center)
Classification: C3 (30 hours)
Department: Seidman College of Business, Dean’s Office
Updated: May 2024

Job Summary

Coordinates and supports key department functions such as budgets, program logistics, communications, and other operational services for three Seidman outreach centers, including the Richard M. and Helen DeVos Center for Entrepreneurship & Innovation, the Family-Owned Business Institute, and the Koeze Business Ethics Initiative. Acts as a primary administrative supervisor for student employees. 

Essential Functions:

• Maintains the budget functions (e.g., accounts payables, requisitions, reconciliations, and reimbursements) and processes regular budget transactions for three centers.
• Coordinate program logistics (e.g., room reservations, catering, registration, communications, supplies, and payment processing).
• Hire, onboard, and supervise student employees’ work, including approving timecards.
• Edit and maintain department websites, social media, newsletters, and forms.
• Provide quality clerical work (e.g., answer telephones, provide information or route calls appropriately, type memos and other correspondence, schedule meetings, take meeting notes, set up Zoom links, create and send bulk mailings).
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Act as liaison between department supervisors and department staff, and campus community
• Create and maintain database systems.
• Responsible for creating, maintaining, and updating files and record-keeping systems in paper and/or computerized formats.
• Receive information in various forms and determine the appropriate method of processing.
• Generate reports, presentation materials, spreadsheets, and other similar materials using computer systems.
• Complete special projects and assignments as directed.
• Assist in event planning, and coordinate logistics for both in-person and digital events.
• 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:

• Skilled with Microsoft Word, PowerPoint, and Excel.
• Experience with Banner and OnBase.
• Experience in Constant Contact or similar communication platforms.

Supervision Received:

Receives general instruction 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.

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