Job Title: Office Coordinator

Classification: C3 - Edits for consideration for C4

Department: CECI based WKKF BCPS Grant PIs

Updated: February 2024

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.

Essential Functions:

Administrative

• 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 emails and 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.
• Maintains grant website through GVSU CMS, including the development of data gathering forms
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information across the grant team and with students, prospective students and grant partners.
• Collaborates with grant team to create and continuously improve timelines and procedures
• Helps promote programs to students via e-newsletters, websites, etc.
• Assists with admissions, course registration, and scholarship forms
• Generates contracts for grant faculty
• 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 grant team’s schedule
• Coordinate all clerical duties associated with staff searches.
• Coordinate and maintain departmental resources, i.e. library, vouchers, handouts.
• Other related duties as assigned.

Financial

• Maintains set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, making recommendations as to projected budgets. Including:
• Complete purchasing, financial transactions, and bookkeeping duties, including reimbursements, invoice processing, transfer requests, accounts payable, and financial reconciliations for all grant projects
• Develops annual programmatic line- item budget for planning and assessment; monitor project expenditures and provide information and
• Processes honorarium and expense reports
• Corresponds with the Office of Financial Aid & Scholarships regarding funding for students
• Verifies budget detail with grant accountant

Special Projects

• Responsible for specific projects conducted by the grant, whether self-initiated or initiated by grant PIs, which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations, and other duties associated with the successful completion of a project.
• Provides support for grant PI’s, including managing of calendars and special projects, as assigned
• Provides support to grant project leads, faculty, and staff, including scheduling meetings and communicating with project participants
• Helps with event planning, including reserving rooms, catering, coordinating outreach, and making similar arrangements as needed
• Coordinates special events and functions.

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:

• Bachelor's Degree
• Three-five years higher education experience.
• Supervisory experience.
• Knowledge of and experience with grants and/or teacher preparation programs

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.

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