Administrative Coordinator, Student Affairs
Department: Student Affairs
Location: Western Campus
Reports To: Dean Student Affairs
Recruitment Type: External/Internal
Requisition ID: req7291
Employment Type: Full-Time Support Staff
Union Position: Non-Union
Work Schedule: Monday-Friday 8:30a to 5:00p
Some evenings and weekend days
Number of Openings: 1
Job Description:
SUMMARY
Provides overall administrative support
to the School Dean/Associate Dean, faculty, staff and students. Works
collaboratively with colleagues to achieve goals of the department, school,
division and college.
DUTIES AND RESPONSIBILITIES
- Researches, collects, and compiles data for reporting and information purposes
- Coordinates routine office procedures
- Assists in developing and submitting year departmental budgets
- Review/reconciliation of monthly departmental expenses, budget matters and procurement card transactions; Generates monthly budget reports
- Orders supplies, equipment, and prepares purchase requisitions
- Assists in the development of improved methods and procedures for unit support staff operations
- Provide exemplary customer service with a professional and engaging demeanor, in a high-volume environment
- Positively responds to students’ inquiries in a timely manner
- Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
- Develops strong working relationships with key departments and employees across the College and community
- Schedules departmental meetings, prepares meeting materials, takes and disseminates minutes
- Prepares and maintains confidential correspondence and documents
- Manages supervisor’s calendar and schedules internal and external meetings
- Arranges travel plans and itineraries, compile documents for travel-related meetings and monitor travel budget lines
- Facilitates division projects/programs, such as retention efforts, office hours and other projects which address student success
- Collaborates with other Administrative Coordinators as needed
- Attends administrative meetings as required
- Establishes and maintains general office files and records
- Engages in ongoing professional development to remain abreast of quality service best practices, trends, methods and principles
- Performs other related duties as assigned
REQUIRED QUALIFICATIONS
EDUCATION AND EXPERIENCE/TRAINING
- Associate’s degree
- Significant related experience may substitute for education
- Minimum for three years’ experience providing administrative support
KNOWLEDGE, SKILLS and ABILITIES
- Extensive knowledge of the daily operations of an executive office
- Possess strong organizational and time-management skills
- Have excellent interpersonal, oral, and written communication skills
- Ability to foster a team environment and work collaboratively
- Ability to research and analyze issues and develop solutions
- Produce accurate work product and have a high attention to detail
- Ability to manage multiple projects simultaneously in a deadline-driven environment
- Possess working knowledge of administrative support concepts, practices and procedures with the ability to use in varied situations
- Demonstrated basic project management skills
- Demonstrated proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
- Ability to confidentially and discreetly handle subject matters requiri