Job Title: Office Coordinator – U.S. Department of Education Grant, ESOL Program
Classification: C3
Department: Literacy/Ed Foundations/Tech
Updated: December 2022

Job Summary

Provide support to the grant director in the Department of Literacy, Educational Foundations, and Technology, coordination, and implementation of grant projects, events, publications, and daily office management as well as support services for the grant.

Essential Functions

• Serve as front-line support for the Office of the U.S. Department of Education Office of English Acquisition Grant.
• Provide clerical support for operation of the Grant Office, including answering multi-line telephones, managing calendars and correspondence, maintaining electronic/paper record keeping systems and materials, and assist with implementation and coordination of projects, events, and daily office management.
• Receive information in various forms and determine the appropriate method of processing.
• Assist data labeling and storage, prepare recurring and requested reports, generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
• Disseminate information that may require explanation and interpretation of established university and grant guidelines and procedures, and direct individuals to sources of additional information.
• Assist faculty, grant staff, and students with grant or University Policy concerns.
• Perform work of a confidential nature for the Grant Office which includes maintaining communication records and other matters within the office.
• Manage grant record keeping system and develop and maintain project spreadsheets and databases.
• Maintain budgetary records (Banner) by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements regarding the status of accounts.
• Prepare monthly budget consolidation for Grant Director’s Report
• Scheduling Graduate Assistants’ work time.
• 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

• A Bachelor’s degree.
• prior grant office management experiences.
• K-12 working 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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