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Office Coordinator
DATE:   12/3/2020
JOB TITLE:   Office Coordinator
JOB CLASS:   Clerical
JOB STATUS:   Part Time
FLSA STATUS:   Non-Exempt
TITLE OF IMMEDIATE SUPERVISOR:   Manager of Environmental Health and Safety
DEPARTMENT:   Facility Services
SECTOR:   Operations and Facilities

SUMMARY:

Under supervision of the Manager of Environmental Health and Safety, 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.


ESSENTIAL DUTIES:

· Assists the manager in coordinating, scheduling and maintaining all required inspections and services associated with NYS fire inspections and any other regulatory agency.

· Assists manager with environmental requirements and compliance activity.

· Performs and maintains records, notes, prepares letters, tables, reports, forms, memoranda and other material.

· Trains other office employees on various types of systems and procedures.

· Provides office support to the administrative team. 

· Coordinates and handles RFP’s, purchase orders/requisitions, check requests, standards of conduct and other sensitive activities of the office.

· Utilize CMMS to track and monitor workflow and resource utilization

· Perform timekeeping and record keeping duties for staff and student assistants, such as reviewing timesheets and maintaining files

· Utilize Datatel (Colleague) for budget information

· Perform other duties an assigned by supervisor. 


GENERAL DESCRIPTION:

% of Time

25%    Coordinate and schedule various contracted services associated with the fire inspections, coordinating with and notifying campus community

20%    Coordinate and maintain environmental documentation, assisting in scheduling all needed activities and functions to maintain compliance requirements

20%    Perform assigned functions to successfully accomplish department mission.

15%    Create and maintain databases and files.

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

10%   Complete purchase requisitions, receive and distribute office supplies.


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.    Ability to work flexible hours throughout the year depending on workload and manpower scheduling

6.    Computer literate, including Microsoft Office, and ability to learn new computer software programs.

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.

10.  Office management skills with the ability to work independently and accept responsibility. 

11.  Ability to be flexible and cordial to all visitors and customers and maintain confidentiality.

12.  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:

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: Megan Altman-Cosgrove, Interim Title IX Coordinator, Office for Equity & Inclusion, 716-286-8314, mcosgrove@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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