Office Coordinator I

Employer
Angelo State University
Location
San Angelo, TX

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Administrative Jobs
Institutional & Business Affairs, Alumni Relations & Development

Job Details

Job Title:

Office Coordinator I

Position Number:

997871

Department:

Special Events Facilities/Services

Salary:

$24,761 - $34,351

Job Summary/Description:

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.

Typical Duties/Job Duties:

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.

Knowledge, Skills and Abilities:

  • 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.

Minimum Qualifications:

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.



Preferred Qualifications:

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

EEO Statement:

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 [email protected].

Posting Number:

S452P

Open Date:

08/30/2021

Open Until Filled:

Yes

Organization

Working at Angelo State University

Located in the heart of Texas, Angelo State University is a dynamic institution of higher education, and the second largest campus in the Texas Tech University System. A regional comprehensive institution granting master's level degrees and one doctorate, Angelo State University has been recognized by The Princeton Review as one of the nation's "Best Colleges" since 2010 and by the Chronicle of Higher Education in 2017 as one of the "Great Colleges to Work For." Serving more than 10,000 students, ASU offers more than 100 majors and concentrations through our six colleges.

As more than half of ASU's graduates annually are first generation college students, they bring the motivation and work ethic that complement the commitment of ASU's faculty to teaching and scholarship. ASU's community of professionals is dedicated to preparing students to strive for success in their lives, in the growth of their communities, whether local or global, and in the pursuit of the common good of society.

ASU's 19:1 student-faculty ratio provides for personalized learning and results in accomplished graduates. The success of ASU alumni in graduate and professional school is superb and best exemplified by the average acceptance rate of more than 50 percent for medical school, compared to the statewide average of 35 percent.

Angelo State is an NCAA Division II and Lone Star Conference member with highly competitive men's and women's teams in 13 sports. The ASU women's track and field team won the 2010 NCAA Division II National Championship, the fourth national title in school history.

Location

San Angelo is at the center of a thriving community of 100,000 people in west central Texas. San Angelo straddles the boundary between the Texas Hill Country and West Texas and offers the amenities of both, including rivers and lakes and boundless skies with dramatic sunsets. Situated on the banks of the Concho, San Angelo today is an artists' haven that supports public art common and the San Angelo Museum of Fine Arts. The city boasts a symphony orchestra whose annual Independence Day Concert, celebrated a day early on July 3, attracts as many as 35,000 visitors to the outdoor stage downtown on the Concho River.

The city has commuter air service from American Airlines and is within comfortable driving distance of Dallas, Fort Worth, Austin, San Antonio and Lubbock. San Angelo offers the amenities of big city living with the slower pace, affordable cost of living and friendliness of a small town. With a host of shopping, restaurants, arts, culture, movies, outdoor recreation and family-oriented events, San Angelo has something for all tastes and interests.

History

The institution was founded in 1928 as a community college. By an act of the 58th Session of the Texas Legislature, the institution was designated as Angelo State College in 1965, the year it became a four-year, state-supported institution. The name was changed to Angelo State University in 1969. On Sept. 1, 2007, Angelo State University became a member of the Texas Tech University System.

ASU has a proud history of diversity, accepting Hispanics, who today make up more than 25 percent of the student population, from the very beginning. The institution enrolled African-Americans prior to Brown vs. Board of Education and one student broke the color barrier in Texas Intercollegiate football in 1953.

Academics

Angelo State offers courses through six colleges: Arts and Humanities; Business; Education; Health and Human Services; Science & Engineering; and Graduate Studies. The university is recognized for its strong undergraduate programs overall. For example, ASU's Physics Department has been recognized as one of the top undergraduate programs in the country. The university supports a young and vibrant Honors Program and continues a long tradition, begun in 1948, of encouraging international studies.

The university is also known for incorporating research into many undergraduate offerings. One recent bachelor's degree recipient, for instance, received the McClung Award for the Best Paper published in the BIOS, the official publication of Beta Beta Beta Biology Honor Society. Another was one of eight graduate students nationally to earn a U.S. Department of Energy Advanced Fuel Cycle Initiative Fellowship to support his graduate research.

Campus

Angelo State University's campus is situated on 268 acres in the center of San Angelo. The campus is lined with native live oak and pecan trees as well as imported palm trees. In addition to being one of the prettiest campuses in the region, it is one of the safest in Texas. The campus has ultramodern facilities with state-of-the-art technology support. ASU is home to the State of Texas Data Center, one of the state's two such facilities, which provide sophisticated computer processing and disaster recovery services for agencies and universities. Additionally, the university operates a 6,000-acre farm with a Management, Instruction and Research Center that includes a state-of-the-art meat laboratory.

Working at Angelo State University

Community is a term often used to describe Angelo State University. This applies to the work culture where core values such as a strong work ethic, communication, caring, loyalty, teamwork and integrity permeate the organization of approximately 1,800 employees. While traditions exist at ASU, so does vision, vision to improve programs and to adapt to society's needs.

Angelo State University offers comprehensive benefits, retirement and work life programs designed to meet the needs of employees and their families. Employee amenities include fitness and dining facilities, tuition fee reimbursement for staff, dependent scholarships, and free Internet access service.

Angelo State University offers job opportunities in teaching, information technology, athletics, student programs, and administrative support, to name a few. The university's employee community is dedicated to preparing and supporting students to discover the potential in their lives and their communities. ASU invites interested individuals to search for job opportunities at http://www.angelo.edu.

 Angelo State University is an equal opportunity employer and seeks to build a diverse workforce community.

Find Us
Telephone
325-942-2168
Location
2601 W. Avenue N
San Angelo
Texas
76909
United States

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