Job Title: Office Coordinator
Classification: C3
Department: Operations - Pew Campus & Regional Centers
Updated: January 2019

Job Summary

Provides clerical support, contractor coordination, marketing and technical design for Operations - Pew Campus and Regional Center.

Responsibilities

Essential Functions:

• Responds to questions and complaints and resolves problems which may require substantial knowledge and interpretation of University and Pew Operations policies and procedures.
• Coordinates and performs administrative and clerical duties to maintain efficient operation of departmental programs.  This may involve planning, coordinating activities, analyzing data, preparing reports and making recommendations.
• Provide support for Issuing and maintaining keys/access cards (faculty/staff/vendor/tenant/non-student).
• Provide support for work orders and associated software.
• Updating and keeping detailed records.
• Contact off-campus vendors to arrange for minor repairs/special projects, and monitor progress of work.
• Maintain contact lists (vendor/departmental).
• Compile standard and special reports that requires tabulating and manipulating data.
• Issuing vendor parking permits and maintaining those records.
• Enters and/or retrieves mainframe and/or microcomputer generated data.
• Modifies and/or assists with the development of database design as needed.
• Manage marketing activities of the department including but not limited to graphic design, branding, product development and trend analysis.
• Responsible for emergency and non-routine communication with campus concerning power outages, gas leaks, utilities, shut-offs, etc. including radio communication, telephone, contacting departments and/or the media and maintaining all records relating to the emergency.
• Performs general clerical duties such as typing, filing, copying, answering telephone, etc.
• Analyze class schedules to determine PEW campus building hours and student capacities
• Provide primary clerical support for transportation services including but not limited to bus services and the bike rental program.
• Provide primary clerical support for sustainability initiatives within Operations
• Manage Operations and Transportation website maintenance. Content management software expert for the unit, train PSS staff in content management software, recommend changes to website design and assist with implementation, work with PSS staff to keep content and pictures updated.
• Manage social media functions of the department including facebook and twitter accounts.  Coordinate media efforts with University Marketing.
• Work directly with contractors to coordinate construction, repair and/or maintenance to GVSU facilities. 
• Order supplies and products to support Pew Campus Operations.  Includes janitorial, building, grounds and office.
• Other related duties 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 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.
• Thorough knowledge of spreadsheet applications.

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. 

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