Coordinator, Administrative Services

Overview

The Coordinator, Administrative Services role at New College of Florida performs accounts payable and budgetary responsibilities, and operates as back-up to the Assistant Director and Mailroom Staff.

• Maintains operating manual for office procedures
• Process large volume of A/P invoices and utility billing
• Organizes and maintains electronic files
• Answers a multi-line telephone, routes calls accordingly, and takes accurate messages
• Monitors radio dispatch and routes dispatches messages, information, etc.
• Works closely with maintenance staff and outside vendors
• Acts as a receptionist; greets, announces and routes visitors
• Distributes and monitors keys assigned to vendors; maintains new key file for distribution to NCF employees
• Prepares and enters Purchase Order Requisition s in Banner to produce accurate Purchase Orders
• Maintains budget within each Purchase Order to ensure availability of funds
• Ensures invoices match PO’s and are set for payment in a timely manner
• Prepares Professional Service Agreements for Vendors, and obtains Certificates of Insurance; maintains proper files of same
• Performs internal audit when invoices are presented against a Purchase Order for Physical Plant
• Provides an internal cross-check of accuracy against the proposal/invoice/purchase order
• Processes all department invoices, including campus utility bills
• Manages Attractive Asset List, and maintains Elevator License, Boiler License, Warranty, Vehicle Information and other files
• Calculates and compiles monthly utility consumption report; calculates and compiles quarterly energy consumption report and cost data; submits all data to appropriate authority
• Other duties as assigned

• High school diploma or GED and five (5) years of experience in an office or administrative support position. Additional education may be substituted for this experience
• Strong accounts payable and budgeting experience with a solid knowledge of creating detailed Excel spreadsheets and statistical reports
• Must demonstrate the ability to work well with others. Courtesy, cooperation, and consideration are required to be successful in this position
• Must be able to take a project/process from start to finish
• Experience with Microsoft Office
• Excellent communication skills (verbal and written)
• Experience using a radio dispatch
• Resilient attitude and ability to work in a fast-paced environment
• Construction and/or Accounting experience
• Ellucian Banner experience
• Adobe and Google Suite experience

• Mid-Senior level

• Full-time

• Administrative

• Higher Education

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