Office Coordinator
Job Title: Office Coordinator
Classification: C3
Department:
Updated: January 2019
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.
Responsibilities
Essential Functions:
- Receives information in various forms and determines the appropriate method of processing.
- 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; 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 budget, reviews budget reports and reconciles the reports with the department/office’s records.
- Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
- Create and maintain 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 various university forms.
- Supervise student employees and may act as a lead worker to other PSS.
- Process student employee UltraTime and maintain appropriate records monitoring available dollars.
- Manage/maintain supervisor’s schedule
- Coordinate all clerical duties associated with staff searches.
- Conducts special projects and assignments as directed.
- Coordinates special events and functions.
- Coordinate and maintain departmental resources, i.e. library, vouchers, handouts.
- Other related duties as assigned.
Non-Essential Functions:
- Make travel arrangements.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
- Demonstrated experience to successfully operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Typing and spelling competency.
- Demonstrated experience to successfully to use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Excellent grammar and proofreading skills.
Preferred Qualifications:
- Some college course work.
- Higher education experience.
- Supervisory experience.
Supervision Received:
Receives general instruction from a designated supervisor but is generally expected to work independently.
Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.