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Office Coordinator (ML, Math, RS)
DATE:   10/25/2019
JOB TITLE:   Office Coordinator
JOB CLASS:   Hourly
JOB STATUS:   Regular Full Time
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Dunleavy
TITLE OF IMMEDIATE SUPERVISOR:   Chair of Religious Studies
DEPARTMENT:   Modern Language, Mathematics, Religious Studies
SECTOR:   Academic Affairs

SUMMARY:

Under general supervision, the Academic Assistant performs clerical and secretarial tasks and provides support for an academic department(s).


ESSENTIAL DUTIES:

  • Answer telephones, take messages, schedule appointments and greet visitors;
  • Perform word processing, filing, copying, and faxing in support of the department(s);
  • Handle correspondence; produce reports (including (graphs and charts), presentations, and record minutes of meetings;
  • Assist chair(s) with scheduling, coordinating and maintaining weekly activities;
  • Oversee coordination of printing, collating and distribution of course material;
  • Track expenses, handle check requests, purchase orders and office supplies;
  • Monitor departmental budget(s);
  • Receive and distribute incoming and outgoing mail for the department(s);
  • Respond to requests for rooms and room changes by faculty;
  • Assist with commencement by tracking transcripts, planning guides and maintaining files for approval; 
  • Assist the Dean’s Office with student records and awards dinners;
  • Receive and respond to student, administration and outside agencies questions and concerns related to the department(s);
  • Maintain and use department database system;
  • Assist with programs and events conducted by the department(s) as required;
  • Make travel arrangements, organize luncheons and events;
  • Supervise student aides;
  • 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:

40%    Type, file and maintain records of course work, correspondence, department programs, schedules and majors.

30%    Receive and respond to calls and questions from students, faculty, administration and outside community.

10%    Assist chairperson(s) with scheduling, budget and department issues.

10%    Supervise work-study students.

10%    Oversee coordination of printing, collating and distribution of course material.


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. Strong and accurate typing skills (including those necessary for mathematical symbols) and utilizing appropriate symbolic graphic programs for equations.
  7. Excellent organizational skills will attention to details.
  8. Ability to perform all essential job functions accurately with minimal direct supervision.
  9. Ability to display sound judgment to insure timely processing and completion of assigned tasks.

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 typewriter (if applicable) and/or computer keyboard, 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 three 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:

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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