Office Coordinator - PCEC Student Services
Job Title: Office Coordinator – PCEC Student Services
Classification: C3
Department: PCEC Student Services
Updated: June 2021
Job Summary
This position serves as the office coordinator for PCEC student services, which includes advising and outreach. Coordinates a variety of duties in which discretion and/or judgment concerning the procedures to use of policies to follow is required.
Essential Functions
- Coordinates the PCEC student services Eberhard Office.
- Manage PCEC student services social media accounts (Hootsuite; Instagram; Twitter; Canva).
- Manage advisor schedules.
- Actively participate in office communication platforms (Slack, Outlook, Zoom, etc.).
- Process appointments.
- Process new hires.
- Coordinate student communication outreach and campaigns.
- Coordinate office technology.
- Be (or become) efficient with EAB Navigate.
- Ensure front desk is fully staffed.
- Provides support for PCEC student services and K-12 outreach.
- Develop and update hand-out materials for current and prospective students.
- Provide and pack materials for outreach events.
- Collate and report data for Key Performance Indicators to the PCEC Dean’s office.
- Provides event support to PCEC outreach (Project Day, MathCounts, FIRST, etc.).
- Primary support person for STEPS summer camp (and any newly developed summer camps).
- Process room reservations.
- Communicate with local K-12 staff.
- Supports PCEC advising staff.
- Create and maintain advising reports.
- Schedule and coordinate admissions events.
- Field calls from students and parents.
- Assists in preparation of first year and transfer student advising materials.
- Understands FERPA rules and requirements.
- Schedule PCEC participation in advising events (Laker Experience, Majors Fair, Career Fair, etc.).
- Liaison with University Offices (Registrar, Admissions, Financial Aid, Dean of Students, Advising Centers, SASC, etc.).
- Provides clerical support to PCEC student services.
- Purchasing and maintaining office supplies.
- Reconciling budgets and overseeing purchasing card activities.
- Maintain personnel files as needed.
- Supervise student workers.
- Set professional expectations and execute performance contracts.
- Provide training for answering phones.
- Provide training for EAB Navigate.
- Perform yearly student worker performance evaluations.
- Liaison between PCEC Student Services, PCEC Dean’s office, and PCEC academic units.
Non-Essential Functions:
- Experience with Access Database.
- Experience with CMS.
- Social Media Proficiency.
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
- Bachelor’s degree.
- Some student supervisory experience.
- Higher Education experience.
- K-12 Outreach experience.
- Student advising office experience.
Supervision Received
Receives general instruction from a designated supervisor but is generally expected to work independently.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to 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.