Office Coordinator, Executive Office

Position Title: Office Coordinator, Executive Office

Reports To: Associate Executive Director

Payroll Classification: Hourly, Non-Exempt

Hourly Rate: $24.00 to $28.00 per hour

Priority Filing Date: Open Until Filled

Essential Duties and Responsibilities:

Under the direct supervision of the Associate Executive Director (AED), the Office Coordinator provides comprehensive administrative, clerical, and operational support to the AED and her direct report departments: Student Programs and Engagement, Student Government, Student Recreation Center, Titan Student Union, and Children's Center. This role is essential in ensuring the efficient day-to-day operations and smooth coordination across these vital student-focused areas.

Essential Duties:

I. Administrative Support to the Associate Executive Director & Departments

• Provide general administrative and clerical support for the Associate Executive Director, including but not limited to managing correspondence, scheduling meetings, coordinating travel arrangements, drafting agendas, recording minutes, and assisting with credit card reconciliation.
• Serve as a primary point of contact for inquiries, answering and screening incoming phone calls, and directing them to appropriate personnel within the supported departments.
• Manage and maintain the Associate Executive Director's calendar and scheduling needs.
• Coordinate the purchase of office supplies, ensure adequate stock levels, and facilitate the maintenance of office equipment for all supported departments.
• Assist in maintaining organized administrative records, files, and databases for the AED and the Student Programs and Engagement, Student Government, Student Recreation Center, and Children's Center departments.
• Provide general assistance in maintaining a neat and organized office environment for the supported departments.

II. Project Coordination & Data Support

• Provide coordination support for various projects and initiatives under the direction of the Associate Executive Director, including task tracking, meeting scheduling, and ensuring timely follow-up.
• Research and gather data from various sources as needed to assemble, format, and create presentations, reports, or recommendations for the AED or departmental use.
• May assist with data collection and entry related to inventory or fixed assets for the Titan Student Union, Student Recreation Center and Children's Center, as directed.

III. Department-Specific Support

• Student Government Support:
• Prepare meeting agendas, minutes, and supporting materials for Student Government Board and Committee meetings for timely distribution as needed.
• Assist Student Government leadership with meeting, travel, and other administrative arrangements as needed.
• Draft meeting minutes for review by staff and student leaders as needed.
• Create action lists for leadership staff stemming from Student Government meetings as needed.
• Student Programs and Engagement Support:
• Provide administrative assistance in planning and coordinating program events, including logistics such as space reservations, transportation, meals, and supply orders as needed.
• Serve as a liaison with various university departments (e.g., Facilities Operations, Parking and Transportation, University Police Department, Digital Print Services) for service requests related to departmental activities as needed.
• Assist with collecting, managing, and storing risk management forms (e.g., insurance endorsements, driver authorization) for student activities and events as needed.
• Coordinate documents for student leader financial awards and communicate effectively with student financial services and financial aid as needed.
• Titan Student Union, Student Recreation Center & Children's Center Support:
• Provide general administrative support as needed for the operational functions of the Student Recreation Center and Children's Center as needed.

IV. Financial and Budget Support

• Coordinate the preparation of purchase order and check request forms for office and program expenditures.
• Create, track, and maintain the AED/Office Coordinator’s budget.

V. General Professionalism & Compliance

• Assisting the Executive Director as needed.
• Maintain strict adherence to safety procedures and attend safety meetings as scheduled.
• Maintain compliance with all company policies and procedures.
• Support the organization's Diversity, Equity, and Inclusion (DEI) plan in all programming, services, and interactions.
• May assist with the supervision of student assistants, providing guidance on administrative tasks.

Education/Experience:

•  High school diploma or equivalent, BA preferred
• 2 years of administrative support experience in an office environment, preferably in a higher education or student services setting.

Knowledge, Skills, and Abilities:

• Extensive computer, writing, and strong verbal communication skills are required. Ability to draft clear, concise correspondence and explain complex procedures effectively to students, the public, and the campus community.
• Thorough knowledge of office methods, procedures, and practices. Ability to manage multiple clerical tasks, prioritize effectively, set deadlines, and complete projects accordingly.
• Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to learn and adapt to new software and database systems (e.g., Dayforce).
• Ability to review records, compile background data, and ensure accuracy in all administrative and financial processes. Possess excellent writing and editing skills, with thorough knowledge of correct English grammar, spelling, and punctuation.
• Ability to handle confidential material judiciously and maintain confidential files and records. Exhibit initiative, professional behavior, discretion, tact, and diplomacy in all actions.
• Ability to function with minimal supervision; must be self-motivated.
• Ability to work effectively within a complex organizational setting and multi-cultured campus environment. Ability to work effectively with coworkers, customers, and others by sharing ideas constructively, listening objectively, keeping commitments, and respecting diversity.
• Ability to apply independent judgment, discretion, and initiative in performing complex secretarial work and addressing problems constructively to find mutually acceptable solutions.

Core Competencies

• Communication Skills (written, verbal, interpersonal)
• Organizational & Time Management Skills
• Technical Proficiency (especially with office software and adaptability to new systems)
• Attention to Detail & Accuracy
• Confidentiality, Discretion & Professionalism
• Independent Work & Self-Motivation
• Interpersonal & Collaboration Skills
• Problem-Solving & Initiative

Typical Physical and Mental Requirements:

• Sitting and standing for extended periods: The role involves significant computer work and meetings, requiring sustained sitting or standing.
• Walking and climbing stairs: Moving around the campus, attending events, and potentially using stairs regularly.
• Lifting and carrying moderate weight: This could include lifting and carrying materials for presentations, events, or production activities, no more than 25lbs.
• Dexterity and fine motor skills: Operating computer equipment, handling small objects, and performing tasks requiring hand-eye coordination.
• Visual and auditory acuity: Effective communication and interaction in various settings require good vision and hearing.
• We are committed to working with qualified individuals with disabilities to identify and implement reasonable accommodations that would allow them to perform the essential functions of the job. If you have a disability and require accommodation to perform the essential functions of this job, please notify the hiring manager during the application process or upon accepting an offer of employment.

Special Requirements

• Employment will be contingent on a satisfactory employment history and criminal background investigation.
• May be required to drive occasionally as needed. Valid driver’s license and current auto insurance must be on file at all times and must meet CSURMA driving standards.
• Required to be a Mandatory Reporter and sign the ASI Mandatory Reporter Form.