Office Coordinator - Career Center

Job Title: Office Coordinator – Career Center
Classification: C3
Department: Career Center
Updated: January 2019

Job Summary

Coordinates a variety of duties for the Career Center in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

Responsibilities

Essential Functions:

  • Responsible for the coordination/completion and the quality of the clerical work for the Career Center which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings;
  • Respond to student inquiries as needed and make appropriate referrals;
  • Manage registration and account receivables for Career Fairs, Teacher Search and Out-of-State Teacher Fairs;
  • Apply FOAP and approve all invoices for Career Center using OnBase Software;
  • Responsible for ordering office supplies; process various university forms;
  • Responsible for maintaining and updating files and record keeping systems, paper and/or computerized;
  • Monitors departmental BANNER accounts, purchasing cards, dining cards
  • Review budget reports and reconciles the reports with the department/office records;
  • Generate reports, correspondence, presentation materials, packets and/or handouts, spreadsheets and graphics, and other similar materials using computer systems;
  • Coordinate all clerical duties associated with staff searches, such as posting advertisements;
  • Coordinate on-campus events and programs by reserving rooms, ordering AV equipment and assists with hosting the functions;
  • Assist with coordinating and scheduling on-campus recruiting and interviewing using web-based employment system;
  • Input and updates the office’s events on the university events calendar;
  • Serve on committees for major annual events and programs such as Fall and Winter Career Fairs, Teacher Search and Out-of-State Teacher Fair;
  • Provide daily supervision and training of student assistants;
  • Other related duties and/or special projects as assigned.

Non-Essential Functions:

  • None

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 supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

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.


Page last modified April 29, 2019