Front Office Coordinator I​/Office Coordinator

Working/Functional Title

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 driver's 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 position's 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.
• Experienc…