Office Coordinator

Reporting to the Associate Vice President, the Office Coordinator serves as receptionist, provides administrative support and manages office operations for the Division of Human Resources.

• Greets customers and directs phone calls to the appropriate HR staff member.
• Manages electronic and paper filing systems and locks and secures personnel and I-9 filing cabinets at the end of the day.
• Conducts research and cost comparisons for office equipment and supplies and manages inventory.
• Initiates maintenance/work orders.
• Keeps storage room organized.
• Handles incoming and outgoing mail, including hand-deliverables.
• Oversees shredding function.
• Handles meeting logistics and travel arrangements.
• Manages the department’s procurement card(s) in accordance with state regulations and Winthrop policies.
• Processes vendor invoices according to the contract and works closely with Accounts Payable and Procurement to create purchase orders and requisitions.

• Schedules appointments with permanent, temporary, grant-funded and student employees to complete Sec. 2 of the Form I-9.
• Reviews official documents and enters information in I-9 Advantage.
• Coordinates appointments with HR professionals at other higher education institutions (as part of CUPA’s I-9 Reciprocal Processing Consortium) when a remote I-9 is required for employees working outside the local area.
• Resolves tentative non-confirmation cases by notifying employee as required and closes out cases once resolved.
• Reviews monthly I-9 Advantage invoices to ensure accuracy.

• Works with the Employee Relations Manager on training for employees and performance management for staff.
• Administers and maintains the Safe Colleges training program for all new hires:
  Assigns training, communicates with employee, and updates training records in Banner and Safe Colleges; uses Compliance Reports to update Banner when employees complete annual training programs; uses daily report to update training records in Safe Colleges and Banner when employees leave; and creates sign-in sheets for training and events as needed.
• Manages probationary reviews program; updates Banner when reviews are completed or due dates pass; and communicates weekly, or as needed, with responsible party on status.

• Processes unemployment claims according to SC Department of Employment and Workforce (SC DEW) guidelines.
• Consults with the Employee Relations Manager on questions regarding dismissals and other terminations for accurate reporting.
• Enters and manages the unemployment spreadsheet located on the shared drive.

• Provides logistical support for HR-related events, including the staff holiday and other parties.
• Assists with Welcome to Winthrop and Orientation, as needed.
• Provides administrative support for the annual Faculty, Staff and Retiree (FSR) Awards Ceremony:
  Determines when service award pins and award frames are needed, places the order, and confirms receipt; communicates with service award recipients; prints and frames awards and ensures they are available on the day of the ceremony; and assists with award distribution at the event.

• Reconcile invoices for external legal services and provides them to the Vice President for Human Resources for review and approval.

• Bachelor’s degree and one year of responsible administrative experience or high school diploma and five years of progressively responsible administrative experience.
• Knowledge of office management best practices.
• Effective oral and written communication skills, including the ability to draft routine business correspondence.
• Ability to exercise sound judgment and deal tactfully and effectively with difficult situations.
• Ability to maintain a high degree of confidentiality.
• Effective interpersonal skills and the ability to establish and maintain effective working relationships with faculty, staff, students, administrators and the general public.
• Effective organizational skills and the ability to multitask while maintaining accuracy and focus in a fast-paced environment.
• Sufficient technical skills to master software required to perform job duties.
• Ability to understand and successfully apply policies and procedures.
• Experience with budgeting and financial functions and recordkeeping.

To apply, go to