Campus Services Administrative and Student Coordinator

Job Title: Campus Services Administrative and Student Coordinator
Department: Campus Services
Classification: Non-Exempt
Grade: 9
FTE/Working Schedule: 1.0 FTE

Position Overview:

The Campus Services Administrative and Student Coordinator is a full-time position directly supports the Associate Vice President of Campus Services and the various campus services supervisors and departments as needed. Responsibilities will also include student worker employee; coordinating the hiring, scheduling, training and supervision of student employee within all campus services departments. This position also serves as backup to the print and mail services coordinators providing office coverage depending on the weekly needs of Mail and Print services.

Compensation:

The expected starting hourly range for this position is between $24.40 and $25.75. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities: 

• Assist department leaders with the hiring, scheduling, and training of 25-35 student employees each term, as well ensuring adequate coverage over breaks. In coordination with department leaders, review student employee budget needs and utilization. Function as backup supervisor for student employees in campus services as needed.

• Act as first responder for all campus services inquiries. Prepare communications and respond to inquiries on behalf of the Associate Vice President for Campus Services.

• Schedule and coordinate appointments and meetings for the Associate Vice President of Campus Services

• Prepare and provide pertinent material in preparation for appointments and meetings.

• Exercises exceptional discretion and independent judgment in managing highly sensitive financial and student information.  – Examples include access to CORD student records, responses to emergency management, and financial contracts.

• Prepare and provide pertinent enterprise risk management (ERM) material for the spring board of trustees meeting ERM presentation.

• Maintain departmental benchmarks and metrics for all units of Campus Services as requested by the Associate Vice President.

• Maintain understanding of all auxiliary services contracts, Verify accuracy of weekly and monthly contractor invoices (Barnes & Noble; Bon Appétit, CBord) before submitting through work day for approval of payment. Present discrepancies to Associate Vice President.

• Issue purchase orders and make purchase card payments for products and services required by the Associate Vice President of Campus Services.

• Verify accuracy of CBORD packing slips/invoices.  Once authorized by Manager of One Card Services, pay with my purchase card or send to Business Office if Purchase Order.

• Process monthly vending reports for vending companies (C&S Vending) and submit for payment as needed.  Deposit commission checks from these same companies.

• Assist with general office duties (e.g. open and screen office mail, filing, copying, collating, computer projects, making deliveries, general office errands, answering phones).

• Assist the Director of Security Services as needed with special projects and student staffing.

• Assist the Manager of Risk, Claims and Insurance in administrative tasks to include proof of insurance requests, claims processing and the annual renewal of various insurance packages for the institution.

• Assist the Manager of Campus Services, Print Services Coordinator and Mail Services coordinators in providing the campus community with high volume, specialty printing services and daily mail services in a timely, efficient, and cost-effective manner

• Assist the Conferences and Events department in the negotiation, drafting, and execution of the terms of Third-Party contracts and agreements, arranging for the facilities and services required, such as room rental and setup, catering and food service, housing, supplies, media, staffing for weddings/events.  Verify all required documents have been received and processed to ensure a successful event.

• Maintain various websites under the campus services umbrella including Campus Services, Dining Services, Alumni Guest House, Security, etc.

• Maintain budget spreadsheet for Alumni Guest House.

Additional Job Responsibilities: 

• Coordinate all campus committee, cross divisional and working group meetings lead or chaired by the AVP for Ca