Administrative Coordinator, Student Affairs

Administrative Coordinator, Student Affairs

Department:
Student Affairs

Location:

Metropolitan Campus

Reports To:

Dean, Metro Student Affairs

Recruitment Type:
External/Internal

Requisition

Employment Type:

Full-Time Support Staff

Union Position:
Non-Union

Work Schedule:

M-F, 8:30am-5pm

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

* Monitors Academic Affairs' faculty professional improvement travel funds

* Reviews, and updates faculty academic workload

* Works with faculty coordinators to coordinate and manage course schedule

* 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 requiring privacy and sensitivity

* Ability to develop and maintain relationships with key contacts to enhance work flow and quality

* Sensitivity to respond appropriately to the needs of students and the community

COMPETENCIES

CRITICAL COMPETENCIES

* Service Focus

* Communications

* Quality of Work

VERY IMPORTANT COMPETENCIES

* Collaboration

* Adaptability

IMPORTANT COMPETENCIES

* Time Utilization

* Continuous Improvement

PREFERRED QUALIFICATIONS

(Or equivalent job-related experience providing the necessary knowledge, skill, and abilities to perform the functions of this position proficiently)

EDUCATION AND EXPERIENCE/TRAINING

* Bachelor's…