Office Coordinator - Van Andel Global Trade Center
Job Title: Office Coordinator – Van Andel Global Trade Center
Classification: C3
Department: Van Andel Global Trade Center
Updated: February 2022
Job Summary
Coordinates a variety of administrative duties for the Van Andel Global Trade Center in which discretion and/or judgment concerning the procedures to use or follow policies is required. This is a Limited Part-Time position working up to 19 hours per week. Hours will occur between 8am and 5pm EST, Monday through Friday at the downtown campus during a mutually agreeable part-time schedule.
Essential Functions
- 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.
- Receive information in various forms and determine the appropriate method of processing.
- Responsible for accounting/bookkeeping as it related to ongoing service contracts and/or grants within the department.
- Monitors department budget, creates invoices/deposits and reviews budget reports and reconciles reports with department/office records and expenses.
- Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
- Responsible for creating, maintaining and updating files and record-keeping systems; paper and/or computerized and updating policies and procedures.
- Compile and logically format statistical data and reports.
- Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
- Create and maintain database systems.
- Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for meetings, attendees for events/conferences, exhibits, travel, or other related duties.
- Process student employee Workday and maintain appropriate records monitoring budgets associated.
- Responsible for ordering office supplies; process travel vouchers, requisitions and various university forms.
- Coordinate and maintain departmental resources, i.e. online subscriptions/library.
- Conduct special projects and assignments as directed.
- 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
- Higher education experience.
- College degree and/or course work.
- Supervisory experience.
- Minimum of one year of bookkeeping work experience.
- Demonstrated experience working in a team environment.
- Demonstrated experience working with confidential information.
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.