Office Coordinator

Office Coordinator

The ideal candidate will compassionately, and in a student-centered way, coordinate and maintain an efficient office operation and perform responsible administrative duties of a complex and confidential nature in support of office activities to assist the Health & Exercise Science Department Chair in various administrative responsibilities.

This is a part-time position of 20 (50%) hours per week.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Provide a physical presence in the office: be the "face" of the office for visitors, campus tours, to be available to answer questions, assist contract teachers, and let people into the building.
• Department Email Correspondence: receive and send emails from the departmental email address, which often receives inquiries about the majors.
• Professionally maintain appropriate confidentiality: as needed with all students, faculty, staff, and university related information. Such information may include, but not limited to, preparing and processing contracts for the department chair's review, such as course scheduling, bulletin revisions, memoranda of understanding for internships, adjunct faculty contracts, contract labor agreements, student labor contracts, etc.
• Make meeting engagements: along with maintaining accurate meeting records.
• Effectively arrange: for classroom spaces, class field trips, rental vehicles, visiting groups, etc., in coordination with the facilities manager.
• Make departmental purchases: through Jaggaer, maintain purchasing records, create receipts, and communicate with vendors as needed. Handle requisitions for office supplies and course materials and track orders proactively.
• Manage/update departmental alumni contact information and outreach: for departmental newsletter and other ways we may reach out to them.
• Department Website Maintenance: collaborate with the campus Webmaster to make changes, apply updates, and maintain dept. website using TYPO 3.
• Use BANNER to generate reports: as needed for Budget, Department Majors, etc.
• Assist in grading student work: as needed.
• Student Advisor: as needed.
• Perform other administrative duties: such as:
• Recommends departmental office procedures, assisting with budget monitoring, coordination of departmental activities and events, and works with other departments, especially administrative departments.
• Maintains up-to-date department handbooks/manuals (ex., office coordinator handbook, adjunct handbook, internship handbook, etc.), directives, budget records, and related materials and keeps the chair informed of changes.
• Sets up and maintains office files and personnel records for the smooth running of the office and for the reference of the staff.
• Studies correspondence and departmental paperwork received and sent out. Checks and compares with previous reports or other data and brings to the attention of the chair significant items, errors, or omissions.
• Prepares letters, statements, and reports (including for annual assessments) based on information provided, including mail-merging letters.
• Directs students in the organization of the department, its policies, practices, and procedures.
• Screens all telephone calls, making proper referrals, scheduling appointments, and answering questions regarding departmental policy, practice, or procedure.
• May serve as a student club sponsor (as needed)
• Department social media posts (Facebook, Instagram, and other) for updates, announcements, etc.

Available during normal business operating office hours, generally within the range from Mondays through Thursdays 8:30 am - 5:00 pm and Fridays 8:30 am - 12:00 pm; specific hours to be scheduled upon hire.

Competency:

Incumbent will be assigned extended multiple work assignments or projects within framework or procedures. Incumbent may be checked for proper procedure at intervals, but accuracy is usually assumed. Exceptional organizational, interpersonal, and planning skills with ability to meet deadlines. Ability to maintain a high level of professionalism at all times.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education/

Experience:

Bachelor's degree (B.

A. or

B. S.) from four-year college or university; five years related experience and/or training, in an academic environment; or equivalent combination of education and experience.

Language Ability:
Excellent verbal and written communication skills. Ability to use tact and diplomacy and exude a positive image, as well as effective customer service.

Math Ability:
Ability to do math to ensure that budget and billing records are accurate.

Reasoning Ability:
Analytical thinking and interpersonal skills. Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer

Skills:

To perform this job successfully, an individual should be competent in using…