Office Coordinator (University Educational Assistant 3)

Location
Storrs, CT
Posted
May 16, 2017
Institution Type
Four-Year Institution
Job Title: Office Coordinator (University Educational Assistant 3)
Job ID: 2017562
Location: Storrs Campus
Full/Part Time:
Regular/Temporary: Regular

Job Posting

The Office of Institutional Research and Effectiveness (OIRE) is seeking a motivated, engaging, and self-supporting individual to ensure a stable, welcoming, and efficient operation of the office. The Office Coordinator/Administrative Assistant reports directly to the Assistant Director of OIRE and independently performs a wide range of administrative and confidential activities, requiring a general understanding of the University procedures.

The Office Coordinator functions as the first point of contact for OIRE to welcome visitors, answer incoming telephone calls, schedule and make arrangements for meetings, conferences, travel, and provide a wide range of administrative support to the Associate Vice Provost and Assistant Director of OIRE, including highly confidential matters. This position is accountable for providing confidential support to management relating to University operations, personnel, and budgetary matters, and sensitive issues requiring discretion and judgment in executing job responsibilities and preservation of the confidentiality of the administration.

Duties and Responsibilities:
  • Serves as receptionist to the front end office to greet and assist visitors, answer incoming calls, along with handling incoming and outgoing mail for the administrators and staff in OIRE.
  • Assists the Associate Vice Provost and Assistant Director in activities such as scheduling meetings, maintaining their outlook calendars, planning and coordinating various administrative functions, including highly confidential matters, such as maintaining personnel files.
  • May obtain, compile, and/or provide confidential and factual information that may pertain to collective bargaining negotiations or other sensitive matters.
  • Coordinates/books OIRE staff travel arrangements and the processing of staff travel expenses.
  • Serves as a resource on general information, procedures and general ad hoc inquiries.
  • Monitors and orders office and kitchen supplies and ensures a tidy reception, office, and executive conference room areas.
  • Maintains the OIRE office calendar and manages the scheduling of the OIRE executive conference room.
  • Assists with routine scheduling, managing equipment, ordering catering, and assembling materials as requested.
  • Produces and disseminates routine communications such as memos, notices, emails, and letters, reflecting excellent judgment, accuracy and in advance of deadlines.
  • Assists in the maintenance of the office's filing system (paper and electronic).
  • Assists with the general daily functioning of the office.
  • Assumes additional duties and responsibilities as required and assigned.

Minimum Qualifications
  • Associate's Degree or equivalent combination of experience and training.
  • Strong oral and written communication and interpersonal skills.
  • Competence with Microsoft Office Suite, including Outlook, Word, PowerPoint and Excel.
  • Ability to skillfully multi-task while remaining calm.
  • Excellent organizational and problem-solving skills and attention to detail.
  • Proven ability to interact with people and be socially skilled in handling a wide variety of individuals, situations, and requests.
  • Proven ability to work independently and manage duties and solve conflicts with minimal supervision.

Preferred Qualifications
  • Bachelor's Degree.
  • Demonstrated professional work experience in a higher education setting.
  • Three years of experience as a office coordinator, performing in a high level of administrative and confidential activity capacity.
  • Knowledge of the University's organizational structure, UConn policies and procedures, and the University's Processes Systems i.e. Core-CT, Kuali Financial System, Kuali Financial data Mart, Recruiting Solutions, Smart HR, Special Payroll, etc.

Appointment Terms

This is a full-time, 12-month position, requiring the successful candidate to work 40 hours per week.

To Apply

Please apply online at UConn Careers at www.jobs.uconn.edu, Staff Positions (Search # 2017562) to submit a letter of application, resume, and the names and contact information of three professional references. Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check. (Search # 2017562)

This job posting is scheduled to be removed at 11:59 p.m. Eastern time on May 22, 2017.

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University's teaching, research, diversity, and outreach missions, leading to UConn's ranking as one of the nation's top research universities. UConn's faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

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