Administrative Coordinator

Position Overview

The Administrative Coordinator provides high level administrative and operational support to the VP Admin and Finance Office, Staff Senate, University Data and Analytics, and selected sub-units of the VPAF division. If you enjoy providing exceptional customer service to a variety of people, are motivated and organized, and thrive in an environment where priorities change frequently, we want to hear from you!

• Provide exceptional customer service and management of the office in a professional manner as the point person for general inquiries.
• Provide high level administrative support for several leaders and subunits within A&F (meetings, event planning, travel plans and reimbursements, preparation of Board of Regents agenda items, etc).
• Manage the A&F Office Equipment Replacement Program for the annual replacement of office equipment and managing the dedicated program database; maintain inventory of all capital, minor and sensitive equipment.
• Serve as Building Supervisor and Emergency Coordinator for Montana Hall, serving as the single-point of contact for communications and building access/security.
• Webpage Development and Maintenance: review and maintain existing unit websites and create new content and webpages.
• Work on special projects as assigned and serve on committees as appropriate.
• Serve as departmental liaison with Fiscal Shared Services and University Budget Office for Administration and Finance office and subunits/indexes (general operating, designated, plant funds, Foundation).
• Serve as account manager for Chrome River (purchasing card transactions), payments/BPA, ensure documentation and compliance of transactions.
• Serve as coordinator of Smart
  
  BuyMSU for processing payments, placing orders, procurement, etc.
• Calculate and invoice users for building copier charges, prepare and enter X-feed charges into Banner and reconcile index monthly.
• Collaborate with HR Service Center to process functions related to hiring and payroll issues.
• Process various types of appointments for staff, new / terminating employee forms and departmental on-boarding for new employees.
• Management of employee degree information in employee records.
• Provide coordination and support for Budget Council, Planning Council, and Staff Senate meetings (minutes, materials, webpages, etc.).
• Provide administrative support for annual elections of Staff Senate members (administering surveys, running elections, onboarding newly elected officers, etc).

• Progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience.
• Demonstrated administrative experience in an environment which required successfully supporting multiple people with numerous interruptions and/or frequent changes in priorities.
• Demonstrated excellent communication skills with competence in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.
• Demonstrated competence reading and interpreting financial reports, communicating financial information to others, and keeping detailed and organized fiscal records.
• Demonstrated competence using standard workplace software, especially spreadsheets, word processing, and presentation.

• Bachelor’s degree from an accredited university or college.
• Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents, creating attractive publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality.
• Administrative experience supporting or interfacing with executive-level personnel.
• Demonstrated experience in web maintenance content development and support.

• Establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
• Maintain confidentiality and handle sensitive information professionally.
• Exhibit excellent communication and interpersonal skills.
• Show strong organizational and time…