Job Title: Office Coordinator
Classification: C3
Department: Office of the Provost
Updated: July 2026

Job Summary

This position supports the Office of the Provost and the Academic Affairs Communications Team by coordinating office functions, assisting with scheduling and communications, and providing excellent customer service. This role serves as a key point of contact for the office and helps ensure the efficient day-to-day operation of administrative activities.

Essential Functions:

• Manage and maintain the schedule for the Associate Vice President for Academic Affairs, Strategic Budget Management.
• Perform and coordinate scheduling tasks and support services associated with preparing and planning for meetings, special projects or other related duties for both internal and external contacts.
• Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
• Support the Academic Affairs Communications Team, including editing and proofreading content; developing event invitations and newsletters using email marketing platforms (e.g., Emma); publishing and monitoring social media content; and assisting with event planning and execution.
• Maintain the Office the Provost website.
• Assist with announcements, mailings, and publications for distribution.
• Supervise student employees.
• Process student employee payroll and maintain appropriate records.
• Manage front-office operations by greeting visitors, answering and routing incoming calls, and ensuring a positive experience for internal and external constituents.
• Manage the Office of the Provost email account and disseminate messages as appropriate.
• Provide excellent customer service to students, faculty, and staff.
• Manage office conference room schedule and securing room reservations.
• Maintain office and divisional contact and email lists.
• Order office supplies and process university forms.
• Other duties as assigned.

Non-Essential Functions:

• Assist with special events.
• Serve as back up support for other support staff in the office.

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:

• Higher education experience.
• Supervisory experience.
• Website editing experience on CMS or other website software.

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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