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Individuals who need reasonable accommodations under the Americans with Disabilities Act (ADA) in order to participate in the search process should contact the search chair (if applying for faculty position, please see General Description for contact) or the Human Resources Office .
Office Coordinator
DATE:   8/1/2019
JOB TITLE:   Office Coordinator
JOB STATUS:   Full time
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Academic Complex
TITLE OF IMMEDIATE SUPERVISOR:   Chair, Professional Studies
SECTOR:   Academic


The Office Coordinator provides administrative and clerical support for the department(s); 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. 


Answer telephones, take messages, schedule appointments and greet visitors; Handle correspondence, and assist in graduate student registration; 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 office 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. 


30%   Manage Communications including department chair, faculty, graduate student advisement, and general inquiries   

25%    Create and maintain databases and files.  

20%    Perform assigned functions to successfully accomplish department mission.   

10%    Monitor budgets, reconcile invoices and perform functions related to purchasing supplies.   

10%    Complete purchase orders, receiving and distributing office supplies;   

5%      Train, schedule and supervise work-study and student aides.  Monitor payroll for proper payment. 


Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information. Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.  Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine. Ability to receive telephone calls, respond to inquiries and effectively communicate with others. Computer literate, including Microsoft Office, and ability to learn new computer software programs. Excellent organizational skills with attention to details.  Ability to perform all essential job functions accurately with minimal direct supervision. Ability to display sound judgment to insure timely processing and completion of assigned tasks.


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.


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

Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

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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