Office Coordinator I

Job description

Office Coordinator I

Job no: 677474
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Education
Department: Educational Administration 10014014
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Full Time (90-100%), Clerical Technical- CT, Office/Clerical Support, Union
Position Summary

UCEA is a non-profit consortium of member institutions committed to advancing the preparation and practice of educational leadership ( This is a three year limited term position.

Applicant will provide advanced administrative, operational, and financial support for Executive and Associate Directors.

Governance & Member Org Support

Represents the Executive Director as the initial point of contact between UCEA headquarters and a wide range of member institutions. Assists with the tracking of governance and membership for the organization. In conjunction with the Executive Director prepares memos, agendas, documentation, and correspondence for governance meetings. Administers the UCEA dues each spring and provides payment guidance to UCEA members. Travels with Executive Director to Executive Committee meetings. Prepares correspondence for the Administrator including drafting responses, and sorting, reviewing and distributing mail.

Financial Operations

Supports the Executive director in the management of accounts payable, and accounts receivable duties. Supports the Reconciliation of monthly accounts. Reviews and verifies all financial transactions to ensure compliance to University, OSP, federal and state financial and procurement guidelines. Processes travel reimbursements for the ED. Ensures appropriate fiscal policies and protocols.

Administrative Functions

Assists the Executive Directors in developing and implementing office procedures that will facilitate effective and efficient operations within an inclusive and diverse organization including: organizing staff events, making travel arrangements for Executive Director and Executive Committee (EC) members, scheduling meetings/travel. Maintains important data related to ED/EC meetings including mission, values, operations, archives and confidential materials. Makes periodic edits to website and other communication materials. Maintain various databases.

Project Coordination

Collaborates and communicates with diverse internal and external constituencies on behalf of the ED to gather information and coordinate services and events including Convention. Works with the Executive Director to maintain clear and effective communication with member institutions, including website, blogs, social media, newsletters. Tracks, monitors, and follows the progress of projects, action items, and strategies as directed by the ED. Provides leadership for the UCEA Awards nomination process.

"This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty."

Unit Specific Education/Experience/Skills

The job requires: knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; six months to one year of related and progressively more responsible or expansive work experience in customer service or in performing tasks related to the area of employment; or an equivalent combination of education and experience.

Desired Qualifications

Bachelors Degree Proven successful experience in an administrative or management position. Ability to motivate, manage, and develop personnel of diverse backgrounds. Experience in the field of education and/or with non-profit organizations. Familiarity with educational leadership in K12 and/or higher ed. Some knowledge of design and database software; website technology, social media networking tools, audio/visual and presentation equipment. Experience with website editing, Microsoft Teams, Microsoft 360 and/or willingness to learn. Excellent interpersonal, communication, organizational, and writing skills. Must be able to work effectively within an organization that represents a wide range of people from diverse race/ethnicity, backgrounds, and life experiences. A minimum of 3 years experience providing administrative support in a high-volume office. Ability to manage multiple concurrent tasks and prioritize work Ability to take initiative and work independently, as well as part of a team, in a fast-paced environment. Ability to handle pressure and work effectively in a deadline driven environment. Flexibility for some night and weekend work (particularly leading up to Annual Convention), as well as overnight travel. Expertise with MS Office Software, Adobe Acrobat, Zoom, and internet-based tools such as Google Docs. Knowledge of data entry, querying and reporting in a database.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.

Required Application Materials

Cover letter

Statement of interest and relevant experience


Contact information for three references

Special Instructions

Interested candidates should send a cover letter stating qualifications for the position, resume, and the names and contact information for three references by October 27, 2020. Applicants must apply online at: Please reference posting XXXXXX. Questions can be directed to Dr. Mónica Byrne-Jimenez.

Work Hours


Description of End Date

This is a limited term position funded for three years from date of hire with possible extension contingent upon funding renewal.

Bidding eligibility ends on 10/20/2020 at 11:55 PM

Advertised: Oct 14, 2020 Eastern Daylight Time
Applications close: Oct 27, 2020 Eastern Daylight Time




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Job No:
Posted: 10/16/2020
Application Due: 10/27/2020
Work Type: