Administrative Coordinator, Student Affairs

Administrative Coordinator, Student Affairs

Reports To: Dean, Metro Student Affairs

Recruitment Type: External/Internal

Requisition : req
6797

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: M-F, 8:30am-5pm

Number of Openings: 1

Provides overall administrative support to the School Dean/Associate Dean, faculty, staff and students. Works collaboratively with colleagues to achieve goals of the department, school, division and college.

• Researches, collects, and compiles data for reporting and information purposes
• Coordinates routine office procedures
• Assists in developing and submitting year departmental budgets
• Review/reconciliation of monthly departmental expenses, budget matters and procurement card transactions; generates monthly budget reports
• Orders supplies, equipment, and prepares purchase requisitions
• Assists in the development of improved methods and procedures for unit support staff operations
• Provide exemplary customer service with a professional and engaging demeanor, in a high-volume environment
• Positively responds to students’ inquiries in a timely manner
• Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
• Develops strong working relationships with key departments and employees across the College and community
• Schedules departmental meetings, prepares meeting materials, takes and disseminates minutes
• Prepares and maintains confidential correspondence and documents
• Manages supervisor’s calendar and schedules internal and external meetings
• Arranges travel plans and itineraries, compile documents for travel-related meetings and monitor travel budget lines
• Monitors Academic Affairs’ faculty professional improvement travel funds
• Reviews, and updates faculty academic workload
• Works with faculty coordinators to coordinate and manage course schedule
• Facilitates division projects/programs, such as retention efforts, office hours and other projects which address student success
• Collaborates with other Administrative Coordinators as needed
• Attends administrative meetings as required
• Establishes and maintains general office files and records
• Engages in ongoing professional development to remain abreast of quality service best practices, trends, methods and principles
• Performs other related duties as assigned

• Significant related experience may substitute for education
• Minimum for three years’ experience providing administrative support

• Extensive knowledge of the daily operations of an executive office
• Strong organizational and time-management skills
• Excellent interpersonal, oral, and written communication skills
• Ability to foster a team environment and work collaboratively
• Ability to research and analyze issues and develop solutions
• Produce accurate work product and have a high attention to detail
• Ability to manage multiple projects simultaneously in a deadline-driven environment
• Working knowledge of administrative support concepts, practices and procedures with ability to use in varied situations
• Demonstrated basic project management skills
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Handle confidential and sensitive subject matters discreetly
• Develop and maintain relationships with key contacts to enhance workflow and quality
• Sensitivity to respond appropriately to the needs of students and the community

• Service Focus
• Communications
• Quality of Work

(No details provided)

(Or equivalent job-related experience providing the necessary knowledge, skill, and abilities to perform the functions of this position proficiently)

No additional requirements explicitly listed

• Demonstrated experience with Banner System and other College-specific software
• Demonstrated experience making sound decisions that affect a work unit or team

• The work is performed in a normal, professional office environment
• The work area is…