Job Title: Office Coordinator
Classification: C3
Department: College of Interdisciplinary Studies
Updated: October 2019

Job Summary

There are two aspects of this position: to provide support to the Brooks College Office for Community Partnerships and Student Professional Development and to provide support to new and emerging academic programs within Brooks College, including but not necessarily limited to the Human Rights minor and the Digital Studies minor. The successful candidate will have the ability to maintain positive interpersonal relationships, provide extensive faculty and student support, and perform a variety of duties for an office in which discretion and judgment are required concerning the procedures to use or policies to follow. This is a modified 12-month position, with primary coverage during the academic year and reduced hours during the spring/summer semester (40 hours per week during the academic year, 28 hours per week during the summer). Reports to the Director of the Brooks College Office for Community Partnerships and Student Professional Development.

Essential Functions:

• Provides support to the office director and academic program directors/coordinators by assisting with community engagement and academic programs.
• Manages/maintains office director’s calendar.
• Ensures smooth coordination/completion of high-quality clerical work for the office/programs, which includes serving as liaison between the office/programs and others at the university and external community. 
• Receives information in various forms; determines the appropriate method of processing and routing; disseminates information that may require explanation and interpretation of established university, program and office policies and procedures; directs individuals to sources of additional information.
• Prepares for and schedules meetings, conferences, exhibits, events, travel, or other related duties for programs supported by this office.
• Coordinates, publicizes, and provides support for special events and functions.
• Assists with marketing and promoting programs, including managing websites and social media platforms, and sending email to internal and external audiences.
• Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
• Assumes responsibility for creating, maintaining and updating files and record keeping systems - paper and/or computerized.
• Creates and maintains database systems, and compiles and formats statistical data and reports.
• Monitors departmental budget reports and reconciles the reports with the department/office's records; oversees purchasing card and reconciles fiscal statements; processes travel and expense forms, requisitions, IDCs, l9s and other university forms; coordinates the ordering of office supplies.
• Assists with clerical duties associated with position searches.
• Assists with academic year scheduling of courses, classrooms, times, and faculty for the department.  
• Facilitates textbook orders for faculty; coordinates grade distribution/ processing and student evaluations of faculty.
• Completes other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Some college course work. 
• Higher education experience. 
• Experience in document design, website/content management system and social media platforms.
• Experience working with office budgets.
• Demonstrated success in event planning. 

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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