Front Office Coordinator I Office Coordinator I

Front Office Coordinator I

Position Summary

The Center for Survivors is a Confidential Program and Michigan State University supporting individuals impacted by interpersonal violence. The Front Office Coordinator supports daily operations across Center programs; helps maintain a safe welcoming environment for clients patients visitors and staff including individuals in distress; and accesses and documents information in the confidential client record system in accordance with VOCA/VAWA MSU and State of Michigan guidelines.

Basic Function and Responsibility

The Office Coordinator I provides administrative operational fiscal and customer-service support for the Center for Survivors Safe Place and the Sexual Assault Healthcare Program. The position serves as a primary point of contact and supports communications scheduling records purchasing budget tracking and office operations using a trauma-informed survivor-centered culturally responsive and confidential approach.

Characteristic Duties and Responsibilities

Client and Visitor Support

• Greets assists screens and directs clients patients visitors and stakeholders in person by phone and electronically including individuals in distress.
• Assists with scheduling client arrival notifications and information about services policies procedures and resources.
• Maintains confidentiality and privacy using a calm trauma-informed approach.

Administrative Operations

• Provides administrative support to Center for Survivors Safe Place and Sexual Assault Healthcare Program staff.
• Manages correspondence communications records files inventories and operational systems.
• Prepares reports forms agreements databases tracking systems and office/technology requests.

Fiscal and Purchasing Support

• Supports purchasing reimbursement invoice processing reconciliation budget tracking and financial reporting.
• Orders supplies materials equipment and services and prepares related documentation.

Program and Operational Coordination

• Coordinates meetings trainings events room reservations travel and related logistics.
• Maintains supply inventories for staff and client needs.
• Manages records related to the advocacy van driver certifications parking permits leased spaces and grant or operational requirements.

Compliance and Confidentiality

• Uses sound judgment and discretion when handling sensitive and confidential information.
• Follows confidentiality survivor privacy grant departmental University and regulatory requirements.

Other Duties

• Performs other duties as assigned consistent with the classification level.
• Requires a valid drivers license and may require transporting clients or purchasing and delivering items.

Communication/Interpersonal Relationships

Interacts with clients patients students employees visitors staff university offices external agencies community organizations and service providers including individuals in distress.

Impact on Programs Services and Operations

The accuracy timeliness confidentiality and quality of this positions work directly affect Center for Survivors programs services and daily operations. Errors in collecting maintaining or distributing information may compromise survivor privacy service coordination grant compliance budget allocations service planning or grant approvals. The quality of this work reflects on the professionalism and reputation of the department its staff and the University.

Knowledge equivalent to that which normally would be acquired in the first two or three years in college technical school or related field; six months to one year of related and progressively more responsible or expansive work experience in customer service or in performing tasks related to the area of employment; or an equivalent combination of education and experience.

Desired Qualifications

• Experience with Kuali Financial System.
• Experience working in a college or university environment.
• Experience in healthcare victim advocacy social services behavioral health higher education or similar settings.
• Experience working with survivors of interpersonal violence trauma responses or individuals in acute distress.
• Excellent written and verbal communication skills.
• Strong organizational problem-solving and customer-service skills.
• Ability to manage multiple priorities with attention to detail.
• Experience with scheduling purchasing budget tracking or records management.
• Ability to work collaboratively and independently.
• Bilingual or multilingual proficiency preferred.

All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin citizenship age disability or protected veteran status.

Resume

Cover Letter

STANDARD 8-5

of Physical Demands

Physical Demands Summary

Ability to work onsite; lift 5-30 lbs.; push/pull 5-40 lbs.; move about the office/shelter and indoors/outdoors as needed; travel to community sites; transport clients; and pick up supplies. The physical demands described here are representative of those required to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.