Administrative Support Coordinator (Administrative Support Coordinator II), FTO - VP Office Admin

 

Job Summary:

Under the direct supervision of the Operations Manager, the Administrative Support Coordinator, will serve as the primary department contact, support all front office operations and responding to inquiries in a pleasant, customer service-oriented manner and in a timely fashion. The incumbent will support the Vice President/CFO, Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services with administrative tasks, research, report generation, and communication with internal and external partners, ensuring policy adherence and efficient operations across the division.

 

Duties and responsibilities:

Administrative Support:

• Provide administrative and analytical support to the Vice President/CFO, Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services.
• Serves as the Office Lead, coordinating all front office operations, answering telephones, greeting guests, directing them to the appropriate department personnel, and liaising with internal and external partners of the university.
• Maintain complex calendars, coordinate meetings, record minutes, maintain action items, and keep current records of all reports and assignments.
• Independently prepare routine and non-routine correspondences utilizing good judgment.
• Organize and maintain a file/records system; perform data entry and duplicate materials.
• Assist in development, implementation, and maintenance of office systems and procedures, such as inventory management and filling systems, using technology to improve efficiency and organization in office operations.
• Coordinate and update the department and division websites.

Travel Arrangements & Financial Support

• Coordinate the performance of secretarial and administrative work in a complex and higher-level administrative office.
• Prepare travel arrangements for the Office of the Vice President, Chief Data Officer, and Executive Director of Audit and Advisory Services.
• Process travel expense claims in a timely manner.
• Complete and submit hospitality claims
• Prepare and process requisitions, purchase orders, reimbursements, and payment requests.
• Assist the Senior Manager, Budget and Resource Planning as needed.

Event Coordination

• Organize and coordinate special events hosted by the Office of the Vice President, Office of Institutional Research and Analytics, and Office of Audit and Advisory Services.
• Process event paperwork, such as invoices, hospitality forms, and backup documentation, to ensure timely vendor payment.
• Create and distribute event announcements and invitations and collect responses. Update and maintain the guest list.
• Reserve rooms and place catering orders
• Coordinate scheduling of the conference room.

Special Projects

• Provide support, as needed, to divisional projects, initiatives, and reports.
• Assist the Manager of Operations with public records requests.

Student Assistant

• Assist with work direction to the FTO VP Office student assistants. Support student assistant recruitment, onboarding, training, and the assignment of daily tasks appropriate for the student job classification. 
• Serve as the timekeeper for the student assistant position(s). Coordinate schedules to ensure maximum efficiency while adhering to guidelines and regulations set forth by Human Resources-Student Employment.
• Review and submit student timesheets for approval and processing.
• Provide student performance recommendations by planning, monitoring, and appraising assigned tasks and coordinating monthly one-on-one discussions.

Other Classification-Related Duties as assigned

Minimum Qualifications:

• High School diploma or its equivalent
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems. 
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact o