Administrative Coordinator and Office Manager

Department

Position Summary

The administrative coordinator and office manager will be a key member of the Orientation, Transfer, and Re-engagement Leadership Team and provide administrative support to the Executive Director. The administrative coordinator and office manager supervises the student employees who staff the front desk, oversees the day-to-day operations of the office including database management (VZ Orientation, Qualtrics, Workday), ensures high levels of customer service, collaborates and supports relationships with campus partners, orders office supplies & equipment, and oversees maintenance requests. Assists the executive director in managing the department’s budget accounts by completing and submitting appropriate paperwork, processing invoices, tracking expenses, travel related expenses/requests and creating program budgets.

Other general administrative duties: make room reservations for programs and staff-related trainings and meetings including the coordination of room set-up, catering and equipment. Participates in University-wide committees and projects aimed at increasing student transition, involvement, and retention. The administrative coordinator/office manager will be responsible for recruiting, hiring, training, scheduling and supervising 6-10 student assistants who will staff the front-desk, help with clerical tasks, office operations, problem solving, and other duties as assigned. In addition, the administrative coordinator/office manager will provide professional development opportunities for the student assistant(s) to build skills and knowledge in areas such as customer service, organization, time management, communication, problem solving, and inclusive excellence.

Within the Division of Student Affairs, we strive to create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. Rather, it requires critical inquiry and dialogue and a commitment to action. We strive to provide a foundation for all community members to achieve personal and professional success.

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. We are a designated Hispanic Serving Institution located in downtown Denver. Our student population consists of over 55% first generation students and over 45% students of color.

Metropolitan State University of Denver is an equal opportunity employer.

IND208

Key Responsibilities

25% - Administrative and Budget·

• Assist the executive director in managing the Orientation, Transfer, and Re-engagement budgets; creating and monitoring program budgets, projecting auxiliary revenues and program expenses, completing and submitting appropriate paperwork, processing invoices, tracking expenses, and completing travel related forms/expenses/requests.

• Provides fiscal management over necessary grant budgets; collaborating with campus partners involved with grants, developing regular reports, and completing necessary forms, paperwork, etc.

• Purchase/procure office supplies and equipment, maintain departmental inventories, and develop/maintain systems for effective office operations related to supply and equipment management.

• Coordinate all fiscal transactions for the offices, including the creation and management of Special Purchase Orders (SPOs), Purchase Orders (POs), check requests, and related.

• Additionally, work to coordinate payment with all vendors and/or contractors used by the offices to ensure appropriate and timely payment. Manage payment of invoices, prepare contracts, funds transfers, and related functions for the Orientation, Transfer and Re-engagement Office, in accordance with state and institutional fiscal policies.

25% - Training and Supervision

• Oversees the hiring, training, and evaluation of approximately 6 – 10 student staff members who provide direct support to incoming students along with their families and supporters engaging in Orientation programming. These staff are also the front facing group serving incoming transfer and readmit students engaging with our Transfer, Adult, and Student Success Team.

• Oversees the development of training materials and implementation of training activities for staff.

• Develops a strong team culture among student employees that includes goal setting and provides opportunities to learn, practice, and advance essential and appli