Academic Administration Office Coordinator

Office Coordinator – Academic Administration

The Office Coordinator will provide support to the Academic Administration office and Academic Leadership. Responsibilities include general office duties, overseeing paperwork, office maintenance, and other duties assigned by the Director of the Academic Offices. The role frequently engages faculty, staff, students, and prospective students, providing a welcoming presence to the Academic Administration office.

• Serve as point of contact and gatekeeper for the Academic Administration office, representing them and creating a welcoming environment for guests.
• Facilitate clear communication between academic leadership, faculty, staff, students, and external visitors and callers.
• Promote a positive image of the university and stay informed about university programs and initiatives.
• Manage correspondence, answer phone calls, and take messages on behalf of the Academic Administration while maintaining confidentiality and professionalism.
• Maintain the calendar for Academic Administration conference room and assist with other calendars as assigned.
• Reserve rooms and spaces for meetings and events, coordinate with Community Experiences and AV/technology needs, and arrange catering through Chartwells or off‑site vendors as needed.
• Provide clerical support for the Dean of Online, Non‑traditional and Graduate Education, including dual credit enrollment, communication with schools/parents, documentation and implementation of processes involving dual credit.
• Provide administrative support for the Prison Divinity Program.
• Assist in Academic Administration office flow, order office supplies and equipment, and maintain office and building needs.
• Assume multiple roles when assigned and perform additional responsibilities as assigned by academic leadership.

• Exceptional communication skills: clear and professional verbal and written communication.
• Team management: oversight of front desk coverage and consistent phone and in‑person coverage.
• Organizational excellence: prioritize tasks, coordinate complex schedules and events, and follow through to completion.
• Technological proficiency:
  Microsoft Office Suite, Adobe Express, Canva, Zoom, Microsoft Teams, SharePoint, document management systems, and cloud collaboration tools.
• Attention to detail: high accuracy in preparing documents and managing confidential records.
• Budget and expense management: familiarity with budget tracking, expense reporting, and procurement processes.
• Professionalism and discretion: maintain confidentiality, exercise sound judgment, and uphold high standards of conduct.
• Interpersonal skills: build positive relationships with faculty, staff, students, and external stakeholders.
• Problem‑solving abilities: proactive identification of issues and implementation of effective solutions.
• Adaptability and initiative: work in a dynamic environment and take initiative without constant supervision.
• Familiarity with higher‑education environment: understanding of academic structures, governance, and university operations.

Required:

Associate’s degree or high‑school diploma (two years of relevant experience may substitute for the degree requirement).

Preferred:
Bachelor’s degree.

Required:

Office administrative experience (two years). A bachelor’s degree in a related field may substitute for work experience.

Preferred:
Office administration experience in an academic setting.

• Must be a member of a local evangelical Christian church.
• Evangelical is a broad term referring to a segment within Christianity that maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.

Full‑time employees receive generous premium contributions for nationwide family‑friendly health and dental coverage, free life insurance equal to the base salary, optional employee‑paid ancillary benefits such as vision, hospitalization, critical illness, accident, and additional life insurance, as well as education benefits at OBU and other institutions of higher education.

Paid time off includes annual vacation, accrued sick leave, six annual holidays, and week‑long breaks for Thanksgiving and Christmas.

Employees working at least half‑time have an employer‑matching opportunity for retirement investments in a 403(b) plan.

Additional perks include free family membership to the OBU Recreation and Wellness Center, global outreach mission trips, cafeteria discounts, and parking privileges.