Human Resources

Title: Office Coordinator-Sustainable Community Development Initiative
Classification: C3
Department: Sustainable Community Development Initiative

Job Summary:
Coordinates a variety of duties for a department/office/division in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

Primary Duties & Global Responsibilities:

  • Receives information in various forms, both written and verbal, and determines the appropriate method of processing.
  • Manages/maintains supervisors schedule.
  • Responsible for the coordination/completion and the quality of the clerical work for the department/office which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system.
  • Responsible for creating, maintaining and updating files and record keeping systems; paper and/or computerized.
  • Compiles and logically formats statistical data and reports.
  • Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
  • Monitors departmental budgets, reviews budget reports and reconciles the reports with the department/offices records on a monthly basis.
  • Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
  • Creates and maintains database systems.
  • Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
  • Responsible for ordering office supplies process travel vouchers, requisitions, IDCs, I9s and various university forms.
  • Supervises student employees.
  • Processes student employee timecards and maintain appropriate records monitoring available dollars.
  • Assists with clerical duties associated with staff searches.
  • Coordinates, publicizes and/or provides support for special events and functions.
  • Takes minutes at meetings as requested.
  • Coordinates and maintains departmental resources, i.e. books, vouchers, handouts, brochures.
  • Provides administrative support for the City of Grand Rapids sustainability projects and the Community Sustainability Partnership (
  • Other duties as assigned.

 Preferred Qualifications:

  • Some college course work.
  • Higher education experience.
  • Supervisory experience.
  • Ability to articulate an understanding of Sustainability and its Triple Bottom Line components.

 Required Qualifications:

  • High school graduate.
  • Minimum of three years of related experience and/or relevant training.
  • Basic understanding of sustainability.
  • Strong desire to learn and grow in position.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully operate office equipment.
  • Demonstrated experience to successfully provide quality service to internal and external customers.
  • Demonstrated experience to successfully coordinate ongoing multi-task activities and programs.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Possesses strong verbal and written communication skills.
  • Type 50 wpm accurately; spelling competency (minimum, 80% accuracy).
  • Demonstrated experience to successfully use a variety of computer software applications.
  • Demonstrated experience to successfully to work independently, organize own work and coordinate work activities of others.
  • Excellent grammar and proofreading skills.

Revised Date: February 2009 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.