Office Coordinator I

997871

Special Events Facilities/Services

$24,761 - $34,351

The purpose of this position is to provide administrative secretarial support to the Director of Business Services and professional staff. Under general supervision, this position performs office support functions for the Business Services and Special Events Office and is responsible for managing the day to day activities of the office including customer service, calendar management, purchasing, personnel/payroll transactions, budget tracking, bookkeeping, etc. This position may also perform specialized work that is unique or specific to the department but within the scope of the position’s responsibilities and skill set.

1. Provide senior level administrative secretarial support to the Director of Business Services and professional staff, including calendar management for the Director by scheduling meetings, appointments, and events; responding to requests for appointments and meetings; and interacting with both internal and external executives, administration, and assistants to coordinate a variety of complex meetings. Compose routine letters and memoranda for the Director’s signature; prepare various reports, documents, and correspondence for the Director. Coordinate and prepare all travel arrangements and travel documentation for the Director.

2. Serve as receptionist for department; open and ready Business Services/Special Events Office for public contact from 8:00 am to 5:00 pm, Monday through Friday; oversee department reception area, greeting students, faculty, staff, or visitors; provide information, minor interpretations of procedures, policies or practices; answer the telephone in a professional, service-oriented manner, route calls, take messages, and/or make appointments for staff, as appropriate; oversee/assist campus Information Desk; communicate effectively with faculty, staff, students, visitors and others in the course of performing work or coordinating tasks.

Open, log and distribute mail, attaching related materials as appropriate; share responsibility for pick-up and delivery of office mail; ensure that all deposits are made in a timely manner. Assemble materials and documents for review and; prioritize matters and brings items requiring immediate response to the attention of appropriate staff member. Correspond via email regarding departmental services and updates; compose and/or type correspondence and routine memos from personal knowledge of subject matter or from instructions; take and prepare minutes of meetings, as requested.

3. Assist in the analysis, preparation and tracking of the annual budgets (more than 60 accounts across various funds) for Business Services. Collect data for budgetary requests and reports; maintain records of departmental accounts and expenses and reconcile with monthly financial reports and information systems; forecast budget scenarios based on anticipated needs and current spending patterns; apprise supervisor of account balances, as requested; project and reconcile salary expenses for student and temporary workers; gather information for and assists in the preparation and management of the budget.

Maintain supply and equipment inventories; coordinate the departmental procurement processes to include collecting quotes and bids, providing price and cost analysis, preparing procurement documentation and requisitions, processing purchases, verifying approval to pay invoices, coordinating with vendors, and administering the departmental credit card.

Manage the student/temporary hiring and payroll processes for a team of approximately 60-75 student and temporary employees to include employment authorizations, employment terminations, coordinating work study, reviewing employee time sheets for accuracy, working with Payroll and Human Resources to resolve problems and discrepancies, and other tasks related to student/temporary payroll.

4. Create and maintain databases and generate a variety of monthly, quarterly, and annual reports; use publication and other software to prepare informational and advertising materials such as newsletters, brochures, posters, and flyers. Prepare or oversee the preparation of a wide variety of university forms, informational materials, and documents, including purchase requisitions, travel authorizations and vouchers, time records, work order requests, forms, reports and related materials; review reports and other materials for accuracy and completeness; proofread documents, printing proofs, and other materials carefully to insure accuracy, clarity, and consistency.

Establish office and records maintenance procedures; develop office procedure manuals; maintain computer and hard copy departmental files in an accurate and timely manner, ensure adherence to record maintenance, confidentiality and related practices and policies; maintain mailing and distribution lists.

5. Count and verify revenues; prepare and audit cash trays for ticket sales, merchandise sales, and DVD/USB sales; maintain petty cash funds used for soft drink/snack machine, and copier refunds; audit refund vouchers and resolve discrepancies; replenish petty cash funds; prepare cash receipts and interdepartmental transfers (IDT’s) for Bursar’s Office.

Participate in the interviewing and selection of office support staff; provide training and supervision to student workers and/or temporary personnel that will be assisting with the daily management of office duties. Work closely with Scheduling Coordinators and perform backup support as needed; plan and schedule events and meetings utilizing campus scheduling system. Plan and organizes work to ensure completion of tasks and functions in a timely manner.

Attend training, seminars and other meetings as needed. Perform other related duties as assigned.

• Skilled in the delivery of excellent customer service by phone and in person; skilled in the operation of office equipment and software applications; skilled in critical thinking to anticipate potential problems or issues; skilled in oral and written communication; skilled in interpersonal relations.

• Knowledge of basic administrative and general office procedures and practices; knowledge of applicable University policies and procedures; knowledge of spelling, grammar, and punctuation; knowledge of academic and other higher education terminology and processes; knowledge of Microsoft Office word processing, database, and spreadsheet applications and software; knowledge of simple bookkeeping such as recording expenses, reconciling expenditure data, preparing reports, and tracking expenditures on a monthly basis.

• Ability to perform basic mathematical calculations; ability to type 45-55 WPM; ability to organize and complete multiple tasks in an accurate and timely manner; ability to perform work requiring accuracy and attention to detail; ability to operate a variety of office equipment; ability to multi-task effectively; ability to communicate effectively with all levels of customers and University personnel; ability to maintain confidentiality regarding office matters.

• Ability to demonstrate enthusiasm, competence, and resourcefulness; ability to work well balancing multiple projects in an independent, self-directed manner or as part of a team; ability to be proactive, take initiative, remain flexible, and meet deadlines.

• Ability to demonstrate creativity and professionalism and provide effective administrative/secretarial support to the Director.

Possession of a high school diploma or GED certificate with three years of administrative/general office management, budgeting, bookkeeping or equivalent experience; or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the position.

A Bachelor’s degree in business, education, a social or behavioral science, or other directly related field is desirable.

Angelo State University is an equal opportunity employer and is committed to promoting and ensuring equal employment opportunity for all individuals without regard to race, color, religion, sex, national origin, age, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act (ADA), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at (325) 942-2168 or email us at hr@angelo.edu.

S452P

08/30/2021

Yes