Administrative Coordinator, Student Affairs

Administrative Coordinator, Student Affairs

Administrative Coordinator, Student Affairs

Location: Western Campus

Recruitment Type: External/Internal

Requisition :req
7291

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Monday-Friday 8:30a to 5:00pSome evenings and weekend days

Number of Openings: 1

Job Description:

SUMMARY

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

DUTIES AND RESPONSIBILITIES

• 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
• 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

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

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

KNOWLEDGE,

SKILLS and ABILITIES

• Extensive knowledge of the daily operations of an executive office
• Possess strong organizational and time-management skills
• Have 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
• Possess working knowledge of administrative support concepts, practices and procedures with the ability to use in varied situations
• Demonstrated basic project management skills
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to develop and maintain relationships with key contacts to enhance work flow and quality
• Sensitivity to respond appropriately to the needs of the community

COMPETENCIES

CRITICAL COMPETENCIES

• Service Focus
• Communications
• Quality of Work

VERY IMPORTANT COMPETENCIES

IMPORTANTCOMPETENCIES

PREFERRED QUALIFICATIONS

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