Administrative Support Coordinator I

May 16, 2018
Position Type
Tenured & Tenure-Track
Institution Type
Four-Year Institution

Job Title: Administrative Support Coordinator I
Job ID: 13504
Full/ Part Time: Full Time
Job Code: 1035
Department: College of Social Sciences, Sociology

To view full job description including minimum qualifications and to apply:


Salary Range: $2,846 - $4,852 per month
Anticipated Hiring Salary: $2,846 per month

Note: This full-time, (equivalent to 40 hours per week) position is temporary and expected to terminate on or before one year from date of hire. Extension of this assignment is contingent upon sufficient additional funding and satisfactory performance. Eligible for medical, dental and vision benefits plus paid vacation, sick leave, etc.


Under the general supervision of the Department Chair of Sociology, |the individual will provide administrative and clerical support. The successful individual will assist the Chair and faculty to ensure that all University and College requirements and deadlines are accurately and promptly met. This position requires considerable discretion and judgment in order to effectively coordinate and support all functions related to delivery of essential department programs, academic and options certificates and services. This individual will serve as the office coordinator.

Position Summary:

	Assisting students, maintaining student records and generating student data reports.	Maintaining faculty personnel transaction and departmental files/records.	Maintaining and reconciling budgets and other fiscal transactions using university supported accounting systems.	Providing clerical support when needed for on-campus, as well as self-support and off-campus programs, as appropriate.	Preparing travel applications, claims, purchase requisition, student payroll, faculty personnel actions (i.e. retention/tenure/promotion processes, search and recruitments documents and schedules).	Prepares necessary paperwork required for hiring part-time faculty.	Processes student and peer evaluations.	Generating, composing and preparing draft correspondence and position related reports.	Preparing and processing the Schedule of Courses, General Catalog, and FAD under the direction of the Department Chair.	Providing logistical assistance for events and maintaining electronic calendars.	Serving as a source of information to the campus population and the community regarding unit operations.	Maintains cooperative working relationships with faculty, staff, and the campus community.	Provides lead work direction to student assistants.Lead work includes a broad range of responsibilities for providing work direction to individuals who may or may not be CSU employees. Duties include, but are not limited to: giving work assignments to employees; providing on-the-job training for assigned duties; attempting to resolve workflow or procedural conflicts; providing input to the appropriate administrator on the employee's job performance. "Lead workers" are not responsible for administering discipline or responding to grievances.	Performs other duties as assigned.Knowledge, Skills & Abilities:

	Knowledge of applicable university organization, policies, and operations.	Thorough knowledge of English grammar, spelling and punctuation, and be able to clearly communicate orally and in writing.	Working knowledge of budget policies and procedures.	Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.	Exceptional organizational and time management skills with attention to detail and data accuracy.	Proficiency in using office software, technologies and systems and technologies including, Word, Excel and electronic calendaring software.	Ability to:	
    		Work with frequent interruptions while juggling multiple assignments.		Accept on-going changes (operational/personnel) adjust priorities and be responsive to short notice requests and deadlines.		Independently interpret and apply a wide variety of policies and procedures where specific guidelines my not exist.		Maintain effective working relationships with faculty, students, and staff from diverse ethnic, cultural, and socio-economic backgrounds and the ability to maintain a flexible collaborative manner.		Draft and compose correspondence and standard reports.	
		A history of regular attendance and positive performance evaluations.Education and Experience:

  • High school diploma or equivalent
  • Three years of progressively responsible general office experiences which includes full functional knowledge of and sill in standard administrative office procedures, practices and equipment; as well as the ability to understand and operate in a variety of organizational structures.
  • Specialized Skills:

  • Experience to be fully functional in all technical aspects of work assignments including handling personnel transactions and preparing updates/proofs for university publications including, Schedule of Courses and General Catalog.
  • Experience utilizing a record management system including, PeopleSoft Administration.
  • Experience maintaining and reconciling financial data/budgets, generating financial spreadsheets/reports as a primary position assignment using financial data management systems (PeopleSoft or related systems).
  • Preferred Skills:

    	Advanced working knowledge of PeopleSoft HR and financial programs or comparable applications.	Advanced PC user (Excel, Word, and proficient with business related on-line systems. e-mail and scheduling).	Technology that includes experience using OU Campus or web-site formatting and Listserv software.


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