Office Coordinator - Early Childhood Lab

General Job Description

This is an administrative position responsible for supporting the daily operations of and performing complex administrative work for the Early Childhood Laboratory (ECHL).

Responsible for planning, organizing and performing a wide variety of administrative and bookkeeping activities. Work often involves handling confidential and sensitive material.

Responsible for gathering data, maintaining files, and processing a variety of records and reports. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Reports to the Director. Essential Job Functions 1. Assists director in ensuring the ECHL functions in accordance with university and state regulations.

2. Assists director in enforcing and interpreting policies of the ECHL and relevant state agency policies and procedures.

3. Acts as receptionist, greeting parents / guardians and visitors, answering phones and email, responding to inquiries, and coordinating with the Charter School academic leader and administrative staff.

4. Schedules and coordinates meetings and events, and conducts tours of the ECHL.5. Processes incoming and outgoing mail, to include collecting mail from the post office.

6. Maintains ECHL social media accounts and website in coordination with University Marketing Communications.7. Advertises for and schedules student assistants to work at the ECHL, maintains schedules for teachers, aides and student assistants, and fills substitute positions.

8. Maintains all records related to accreditation for the ECHL and participates in self-study as part of professional accreditation.

9. Creates, maintains, and updates various departmental documents and records online, electronically and in hard copy.10.

Records expenditures of departmental accounts; initiates, processes and maintains requisitions for purchases of equipment and supplies.

11. Receives equipment and supply orders, inventories contents, and distributes to classrooms.12. Maintains accounts for departmental budgets and records of budgetary controls;

may perform accounts research.13. Verifies encumbrances on monthly printouts.14. Assists director in preparation of and / or prepares financial reports, as required.

15. Participates in maintenance of time records, payroll, accounts receivable, accounts payable and other financial records maintained in department.

16. Files and maintains clerical records and reports pertinent to accounting and bookkeeping operations.17. Prepares and reviews electronic personnel action forms (EPAFs) and time records.

18. Prepares special and routine reports.19. Approve and signs requisitions, vouchers and other routine documents.20. Coordinates, tracks, and maintains background checks for university students, parents, volunteers and other required visiting parties.

21. Acts as the governing body designee to speak for and act on the director’s behalf in specified capacities.22. May be required to arrive early to open the ECHL facility and / or stay late until all children are picked up.

Non-Essential Job Functions 1. May receive and / or supervise the receipt of payments from university students, parents / guardians, and others for ECHL-sponsored activities.

2. May provide direction to office assistants in carrying out work assignments.3. May supervise student employees.4. Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.

1. Knowledge of, or ability to learn, university and ECHL policies and procedures.2. Knowledge of, or ability to learn, state licensing and professional accreditation standards, guidelines, and procedures.

3. Knowledge of bookkeeping and accounting procedures and methods, and ability to apply them to specific situations.4. Knowledge of records administration and maintenance techniques and procedures.

5. Knowledge of administrative and clerical procedures and systems such as managing files and records, designing forms, and other office procedures and terminology.

6. Skill in keyboarding with minimal errors.7. Skill in using computer applications including spreadsheet, database, and word processing software.

8. Skill in completing assignments accurately and with attention to detail.9. Ability to learn office and university-specific software.

10. Ability to accurately prepare and maintain records, files and reports.11. Ability to communicate effectively in both oral and written form.

12. Ability to maintain effective interpersonal relationships.13. Ability to work effectively with other employees, university students, faculty, vendors, parents of enrolled children, and the general public.

14. Ability to process and handle sensitive and confidential information with discretion.15. Ability to obtain and maintain CPR and First Aid certifications.

16. Ability to obtain and maintain training hours and / or credentials to act as the governing body designee. Physical Demands Required Education High school diploma or equivalent is required.

Must meet continuing education requirements of 24 hours per year and maintain CPR and First Aid certifications while employed.

Required Experience and Training Three years of related experience is required. Experience in bookkeeping or fiscal accounting, general office practices and procedures, and use of computer (word processing, database, and spreadsheet applications) is required.

CPR and First Aid certifications are required within 90 days of employment. Preferred Qualifications Some college coursework or a Bachelor’s degree in general business or a related field is preferred.

Supervisory experience is preferred. Special Conditions for Eligibility This is a security-sensitive position subject to criminal record check.

This is an IT-sensitive position subject to the Computer and Network Security policy. Min Pay Rate Mid Pay Rate Salary Information Commensurate with Experience, Salary Grade - 16 Specific Job Requirements / Duties for this Posting Is Background Check Required?

Yes Benefit and Retirement Eligibility This position is eligible for participation in the Teacher Retirement System of Texas (TRS) retirement plan, subject to the position being at least 20 hours per week and at least 135 days in length.