Office Coordinator

Job Summary

The ideal candidate will compassionately and in a student-centered way coordinate and maintain an efficient office operation and perform responsible administrative duties of a complex and confidential nature in support of office activities to assist the Health & Exercise Science Department Chair in various administrative responsibilities.

This is a part-time position of 20 (50%) hours per week.

Essential Duties and Responsibilities includes the following. Other duties may be assigned.

• Provide a physical presence in the office: be the face of the office for visitors campus tours to be available toanswer questions assist contract teachers and let people into the building.
• Department Email Correspondence: receive and send emails from the departmental email address which oftenreceives inquiries about the majors.
• Professionally maintain appropriate confidentiality as needed with all students faculty staff and university related information. Such information may include but not limited to preparing and processing contracts for thedepartment chairs review such as course scheduling bulletin revisions memoranda of understanding forinternships adjunct faculty contracts contract labor agreements student labor contracts etc.
• Make meeting engagements along with maintaining accurate meeting records.
• Effectively arrange (and coordinate the details) for classroom spaces class field trips rental vehicles visitinggroups coordination with the facilities manager
• Make departmental purchases through Jaggaer maintain purchasing records create receipts andcommunicate with vendors as needed. Handle requisitions for office supplies and course materials and trackorders proactively.
• Manage/update departmental alumni contact information and outreach: for departmental newsletter and otherways we may reach out to them
• Department Website Maintenance: collaborate with the campus Webmaster to make changes apply updates andmaintain dept. website using TYPO 3
• Use BANNER to generate reports: as needed for Budget Department Majors etc.
• Assist in grading student work: as needed
• Student Advisor: as needed
• Perform other administrative duties such as:
  • Recommends departmental office procedures assisting with budget monitoring coordination ofdepartmental activities and events and works with other departments especially administrative
    departments.
  • Maintains up-to-date department handbooks/manuals (ex. office coordinator handbook adjuncthandbook internship handbook etc.) directives budget records and related materials and keeps the chairinformed of changes.
  • Sets up and maintains office files and personnel records for the smooth running of the office and for thereference of the staff.
  • Studies correspondence and departmental paperwork received and sent out. Checks and compares with previous reports or other data and brings to the attention of the chair significant items errors oromissions.
  • Prepares letters statements and reports (including for annual assessments) based on informationprovided including mail-merging letters.
  • Directs students in the organization of the department its policies practices and procedures.
  • Screens all telephone calls making proper referrals scheduling appointments and answering questionsregarding departmental policy practice or procedure.
  • May serve as a student club sponsor (as needed)
  • Department social media posts (Facebook Instagram and other) for updates announcements etc.
• Available during normal business operating office hours generally within the range from Mondays throughThursdays 8:30 am - 5:00 pm and Fridays 8:30 am - 12:00 pm; specific hours to be scheduled upon hire.

Competency:

Incumbent will be assigned extended multiple work assignments or projects within framework or procedures. Incumbentmay be checked for proper procedure at intervals but accuracy is usually assumed. Exceptional organizationalinterpersonal and planning skills with ability to meet deadlines. Ability to maintain a high level of professionalism at alltimes.

Qualifications:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Therequirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodationsmay be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelors degree (B. A. or B. S.) from four-year college or university; five years related experience and/or training in anacademic environment; or equivalent combination of education and experience.

Language Ability:

Excellent verbal and written communication skills. Ability to use tact and diplomacy and exude a positive image as wellas effective customer service.

Math Ability:

Ability to do math to ensure that budget and billing records are accurate.

Reasoning Ability:

Analytical thinking and interpersonal skills. Ability to define problems collect data establish facts and draw validconclusions.

Computer Skills:

To perform this job successfully an individual should be competent in using the Microsoft Office Suite Banner Kronosand Typo3.

Supervisory Responsibilities:

This job may supervisor department teaching assistant/s.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performingthe essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities toperform the essential functions.
Typical office demands. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully performthe essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities toperform the essential functions.
No specific or unusual physical or environmental demand. The employee must occasionally lift and/or move up to 25pounds.

Wage Range: $19.12 to $21.25 per Hour