Administrative Services Coordinator

Job Summary

Lead the centralized administrative support function for all Academic Achievement Programs and supervise the administrative and student assistant staff. Provide assistance to supervisors in the administration of departmental programs and activities. Relieve supervisors of routine and non-routine administrative duties. Exercise independent judgment in resolving departmental issues and concerns. Direct supervision of Administrative Assistants and Student staff.

• Provide centralized administrative leadership across departmental programs by overseeing and coordinating the daily administrative and operational activities in support of departmental programs, grants and services.
• Supervise, assign, and train the work of administrative personnel and student assistants.
• Research, collect and interpret data to provide information, develop programs, make recommendations, and prepare materials.
• Evaluate programs, contribute to decision-making processes, and assist in administering new policies and procedures.
• Manage departmental calendars, organize meetings, coordinate events and travel arrangements.
• Oversee the procurement process for all programs.
• Support departmental budget processes to include monitoring the budgets, tracking expenses, procurement cards and reconciliation of budget materials.
• Maintain up to date information and websites including the coordination, content updates and collaboration with university partners to ensure information remails accurate and up to date for students, families and grant-funded programs.
• Utilize software applications to create correspondence, spreadsheets, reports, and documents in support of departmental programs, grants, and operations.
• Update and maintain databases and filing systems.
• Service as a liaison and provide information for the campus and external community.
• Daily management of AAP Student Center to include scheduling, event logistics, monitoring space usage and ensuing compliance with established guidelines.
• Maintain computer lab within the AAP Student Center that includes maintenance, troubleshooting and inventory management of all computer lab equipment.
• Primary liaison for University IT / Computer Services.
• Maintain highly confidential employee, student files and program/grant files.
• Act as a liaison with Human Resources regarding recruiting and related processes and procedures.
• Interpret policies and procedures and communicate decisions and directives to support staff, faculty, and student assistants.

• Requires some college courses or high school diploma and training in related field.
• A bachelor's degree, preferred.

None.

• Requires a minimum of 2 years' experience in advanced administrative procedures with preferably 2 years monitoring programs, grants and or projects.
• Ability to monitor budgets, project and procurement process. skills.
• Supervisory skills preferred.
• Advanced computer knowledge relating to word processing, spreadsheet, and database software packages.
• A working knowledge or ability to learn web content management software, enterprise resource planning system, and other systems or application used within the department.
• Ability to use and retrieve information from databases to perform daily job duties required.
• Ability to coordinate programs, work in a fast-paced environment, and utilize new technology required.
• Strong interpersonal, problem-solving, and research skills required.
• Ability to maintain and monitor budgets required.
• Effective verbal and written communication skills are required.

Direct supervision over nonexempt staff including general scheduling, assigning tasks and monitoring work activities.

Job is physically comfortable; individual is normally seated and has discretion about walking, standing, etc. May occasionally lift very lightweight objects.

Standard working environment with possible minor inconveniences due to occasional noise, crowded working conditions and/or minor heating/cooling or ventilation problems. Near continuous use (>70% of the time) of a video display terminal.