Job Title: Sustainability Office Coordinator
Classification: C3
Department: Office of Sustainability Practices
Updated: July 2019

Job Summary

Provide administrative and clerical support for the Office of Sustainability Practices, which includes planning, coordination, and implementation of projects, events, and services, both on campus and in the community.

Essential Functions

• Provide administrative support for the Office of Sustainability Practices staff, including the Director and Farm Manager.
• Act as a liaison with internal and external contacts in preparing materials, updates, and other functions related to the office.
• Provide assistance and support in a professional, confidential manner.
• Manage / maintain schedules for staff as needed.
• Facilitate internal/external communications i.e. emails, Skype, Outlook for Business.
• Coordinate completion and quality of office clerical work, which includes responding to phone calls, inquiries, mailings, etc. Correspondence, newsletters, and flyers; maintain electronic and paper files.
• Compile and format statistical data and reports.
• Coordinate meetings and events, including the annual Sustainability Champion Awards event and Sustainability Week.
• Assist with budgeting for the Office of Sustainability Practices by performing bookkeeping duties, to include maintaining budget records, managing payroll records, monitoring funds, creating expense reports, reconciling monthly purchasing cards, making deposits, processing expenditures including grants, reimbursements, interdepartmental charges, vendor payments and honorariums.
• Coordinate hiring and processing bi-weekly payroll for student employees and graduate assistants.
• Hire, train, and supervise student employees for the office.
• Assist with making arrangements for major events, meetings, conferences, travel, or other related duties.
• Create presentation materials, assist with marketing efforts, and oversee website and social media platforms for office.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Provide administrative support for the Campus Sustainability Advisory Council (CSAC), Sustainable Reinvestment Fund, and the SAP Advisory Council, and others as appropriate to include scheduling meetings, taking minutes, and communications.
• Provide administrative support for the Sustainable Agriculture Project, including budgeting, managing student payroll, maintaining the cash box, making deposits, scheduling visits, and assisting with the Annual Report.
• Provide administrative support for the Grand Rapids Community Sustainability Partnership (CSP), West Michigan Community Sustainability Partnership (WMCSP), and Grand Rapids Regional Center for Expertise (RCE) which includes: scheduling meetings, taking minutes, updating contact lists, coordinating events, overseeing websites, etc.
• Participate in sustainability events when possible, including farm harvests, waste audits, active commutes, etc.
• Complete other 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

• Some college course work.
• Experience working in higher education.
• Experience supervising staff or interns.
• Experience managing a website.
• Ability to articulate an understanding of sustainability.
• Ability to problem solve and use independent judgment.

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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