Administrative Coordinator

Job Description : SUMMARY

SUMMARY

Providesoverall administrative and operational support to the Dean, Learning &Engagement. Coordinates the day to day operations of the department.

Leverages a sound understanding of thedepartmental focus to collaboratively work with colleagues to achieve goals ofthe department, division and college.

ESSENTIALFUNCTIONS

• Provide a wide range of administrative and operational duties in support of the Dean, Learning & Engagement including managing calendars, coordination and scheduling of meetings, developing meeting agendas, recording meeting notes and monitoring completion of action items and report development.
• Positively responds to departmental requests in a timely manner with strong emphasis on outstanding customer service
• Researches, collects, and compiles data for reporting and information purposes
• Coordinates routine office procedures;
• Provides assistance to the team’s efforts to complete departmental assignments
• Maintains on-going communication with departmental leadership to report important information, occurrences and issues within the department
• Assists in the development of improved methods and procedures for unit support staff operations
• Attends staff and project team meetings and provides follow-up on meeting outcomes including tracking resulting activities and projects
• Develops strong working relationships with key departments and employees across the College and in the community
• Establishes and maintains general office files and records
• Assists with the preparation of reports, presentations and publications, including research, writing and copy-editing
• Assists with other College-wide projects, initiatives and committees
• May select, train, supervise and evaluate part-time student assistants, interns and part-time assistants
• May aid in the planning, maintaining, and monitoring of a business area’s budget
• Coordinates routine office procedures
• Manages office staff to address students’ inquiries, creating a professional and effective office environment
• Screens incoming calls and correspondence and responds independently when possible
• Schedules departmental meetings, prepares meeting materials, takes and disseminates minutes
• Prepares correspondence, form letters, requisitions, lists and tables
• Attends administrative meetings as required;
• Uses appropriate software to prepare correspondence as required
• Establishes and maintains an effective filing system
• Performs other related duties as assigned

REQUIRED QUALIFICATIONS

EDUCATIONAND EXPERIENCE / TRAINING

• Associate degree and / or minimum of three years of progressively responsible experience in professional office environment
• Demonstrated experience making sound decisions that affect a work unit or team
• Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations

KNOWLEDGE,SKILLS and ABILITIES

• Possesses strong organizational and time-management skills
• Possesses excellent written, verbal and interpersonal communication skills
• Possesses excellent proofreading and editing skills
• Ability to foster a team environment and work collaboratively
• Ability to research and analyze issues and develop solutions
• Ability to manage multiple projects simultaneously in a deadline-driven environment
• Works accurately with great attention to detail
• Excellent customer service skills and proven ability to develop and sustain productive customer relationships
• Ability to effectively respond to requests from multiple levels of the College in various departments
• Possesses 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 and PowerPoint
• 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 appropriately respond to the needs of a diverse population

COMPETENCIES

CRITICALCOMPETENCIES

• Customer Service
• Communication
• Quality of Work

VERYIMPORTANT COMPETENCIES

• Collaboration / Inclusion
• Flexibility / Adaptability
• Time Utilization / Organization

IMPORTANT COMPETENCIES

• Servant Leadership
• Results Focus
• Continuous Improvement / Innovation

PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE / TRAINING

• Bachelor’s degree in Business Administration or related field
• Demonstrated experience with Banner System and other College-specific software

PHYSICAL DEMANDS / WORKING CONDITIONS

The demands described here are representative ofthose that must be met by an employee to successfully perform the essentialfunctions of this job.

Reasonableaccommodations may be made to enable individuals with disabilities to performthe essential functions.)

• The work is performed in a normal, professional office environment;
• The work area is adequately lighted, heated and ventilated;
• Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands / fingers using a computer mouse and keyboard to type.
• However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite
30+ days ago