Job Title: Office Coordinator – TRIO Educational Talent Search Program (Enrollment Development & Educational Outreach)
Classification: C3
Department: TRIO Educational Talent Search
Updated: September 2021

Job Summary

Coordinates a variety of duties for a department/office in which discretion and/or judgment concerning the procedures to use or university or federal guidelines and policies to follow is required. Maintains confidentiality. Coordinates database; student events; virtual and live meetings; staff searches; student worker hiring; training and supervision and reporting; budget reports; mailing; website; editing and formatting of correspondence and grants; office equipment and supply ordering; federal annual report compiling and submission; liaison with parents, students, schools, vendors and university and funding entities.

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 computerized.
• Compiles and logically formats statistical data and reports including the Annual Report to the Department of Education, student enrollment tracking, and outcome reporting.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Knowledge of TRIO Talent Search federal guidelines for permissible and required services and allowable and unallowable expenses and ensuring compliance.
• Interact with multiple University offices including budgeting, student employment, facilities, event services, mailing, printing, grants administration, other TRIO programs, registrar, information technology, parking, security, and the unit among others.
• Monitors departmental budget reviews budget reports, and reconciles the reports with the department/office’s records including mileage reports, travel advances, and purchasing card.
• Generates reports from the student access database, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
• Create and maintain database systems as well as coordinate electronic student learning platforms.
• 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.
• Responsible for ordering office supplies; process various university forms.
• Supervise student employees and may act as a lead worker to other PSS.
• Process student employee UltraTime and maintain appropriate records monitoring available dollars.
• Manage/maintain supervisor’s schedule.
• Coordinate all clerical duties associated with staff searches.
• Communicate with multiple school districts and schools regarding information and program data.
• Attend TRIO, MICAPP, COE, and other University training as relevant to the job.
• Assists Director with grant writing editing and formatting as well as submission of federal grant and other supplemental grants and donated resources and assistance in preparing information for federal program officer and University officials.
• Maintains confidentiality and complies with FERPA.
• Facilitates online platform meetings for staff and sometimes students on Zoom and other platforms.
• Conducts special projects and registers students for activities and programs and assignments as directed.
• Coordinates special events and functions.
• Coordinate and maintain departmental resources, i.e. library, vouchers, handouts.
• Other related duties as assigned.

Non-Essential Functions:

• Make travel arrangements for staff and student field trips.

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

• Bachelor’s or Associate’s degree
• Spanish speaking and writing, translating
• Grant administration support experience
• Excellent English and proof-reading skills
• Higher education experience.
• Supervisory 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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