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Office Coordinator
DATE:   4/28/2014
JOB TITLE:   Office Coordinator
JOB STATUS:   FT
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Butler Bldg.
TITLE OF IMMEDIATE SUPERVISOR:   Associate Director of Records
DEPARTMENT:   Student Records and Financial Services
SECTOR:   VP Enrollment & Student Affairs

SUMMARY:

Under general supervision, the Office Coordinator provides administrative and clerical support for the department; as well as ensuring that all information and materials are maintained accurately and all reports and services are delivered accurately and in a timely manner. The office coordinator will primarily assist with academic related functions to include degree audit and transfer equivalency processing.


ESSENTIAL DUTIES:
  • Answer telephones, take messages, schedule appointments and greet visitors.
  • Handle correspondence, produce reports (including graphs and charts), presentations; and record minutes of meetings.
  • Provide office support by typing, ordering supplies, faxing, organizing, and making travel arrangements.
  • Receive and distribute mail and handle both internal and external campus mailings.
  • Assist in monitoring and maintaining confidentiality of files.
  • Create, update and monitor databases in support of the department; including data entry and code changes; entering information from supplemental data forms and creating new records as necessary.
  • Responsible for upkeep and maintenance of office supplies, forms and brochures  and control inventory of office equipment and supplies.
  • Process and monitor purchase orders and follow up as needed.
  • Monitor departmental budget and report irregularities to supervisor.
  • Train, schedule and supervise work study students and student aides.
  • Perform timekeeping and record keeping duties for staff and student assistants, such as reviewing timesheets and maintaining files.
  • Serve as a centralized contact for building maintenance requests.
  • Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
  • Perform other duties as assigned.

GENERAL DESCRIPTION:

30%    Coordinate the data entry of transfer equivalencies to include assisting with the process utilizing the TES database

25%    Assist with the posting of transfer credit

20%    Assist with the degree audit process

20%    Assist with registration and drop/add

5%      Other duties as assigned by supervisor


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
  1. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
  2. Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.
  3. Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine.
  4. Ability to receive telephone calls, respond to inquiries and effectively communicate with others.  
  5. Computer literate, including Microsoft Office, and ability to learn new computer software programs.
  6. Excellent organizational skills with attention to details.
  7. Ability to perform all essential job functions accurately with minimal direct supervision.
  8. Ability to display sound judgment to insure timely processing and completion of assigned tasks.
  9. Office management skills with the ability to work independently and accept responsibility.
  10. Ability to be flexible and cordial to all visitors and customers and maintain confidentiality.
  11. Strong verbal and written communication skills.

ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, typewriter, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


QUALIFICATION STANDARDS:
  1. High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities.   
  2. A minimum of four years of experience performing similar tasks is required.
  3. Prior work experience in an educational setting is preferred.


Non Discrimination/Equal Employment Opportunity Statement Policy:

The University affirms its commitment to equal opportunity and non-discrimination and recognizes its responsibility to provide for all employees an environment that is free of discrimination and harassment based on gender, sexual orientation, race, color, creed, national origin, age, marital status, predisposed genetic disorder, Vietnam Era or disabled veteran status, disability or other category protected by law. The University also does not tolerate any actual or attempted reprisals or retaliation against an employee who raises a sincere and valid concern regarding harassment or discrimination. All such discrimination, harassment, and/or retaliation is, therefore, strictly prohibited. This policy protects and covers the conduct of all employees, without regard to job title or status. Anyone engaging in the above mentioned conduct is subject to disciplinary action up to and including discharge or termination of any other status.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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