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Office Coordinator

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Classification Details

Classification Information

Classification Title Office Coordinator
Classification Code 44410
FLSA Non-Exempt

Position Details

Position Information

Position Title Office Coordinator
Position Number 130180
Pay Grade 9
Department Alumni Programs - 61000
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary
Knowledge, Skills and Abilities

Excellent computer skills. Evidenced experience with editorial and electronic media.

Required Qualifications

Associates Degree required, five years office experience (in higher education referred). CPS certification preferred.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date Feb. 2005

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Maintains confidential materials for the Associate Vice President.
  • Work with Associate Vice President and others to coordinate reports and special projects for the department.
  • Develop and maintain office filing system.
  • Process RFP’s requisitions, invoices, and other physical materials.
  • Maintain and monitor budget account and report as required, advising the Associate Vice President of financial reports.
  • Type letters, memos, minutes, forms, etc.
  • Transcribe machine dictation.
  • Assist the advancement office in planning details of special events and activities involving the University President and the Vice President for University Advancement.
  • Plans, promotes and implements organization and logistical arrangements for alumni and Quillen College of Medicine events.
  • Produces and maintains portions of Alumni community website.
  • Produces promotional flyers and newsletters.
  • Maintains all travel claims for entire department.
  • Prepares all travel arrangements for Associate Vice President and Directors; prepares travel claims.
  • Follows-up with others on projects assigned by the supervisor.
  • Coordinates arrangements for meetings and special events.
  • Maintains calendar and schedules appointments; prepares weekly calendar of events.
  • Composes routine and non-routine correspondence independently.
  • Provides expertise and direction in University policy and procedures, and other areas as deemed appropriate.
  • Performs clerical duties including answering telephone, processing mail, routing information to appropriate personnel, etc.
  • Serves as liaison between the Associate Vice President and various groups and individuals.
  • Provides clerical support to the Associate Vice President for University Advancement, insuring that all duties are accomplished on a routine basis.
Job Duty Type Essential
Description of Job Duty
  • Maintain personnel records of University Alumni department.
  • Monitor and maintain office supplies and equipment.
  • Assist in solving problems for students, staff, and the public.
  • Work with Alumni and Development staff and student workers to coordinate projects.
  • Coordinate the preparation and processing of advertising and hiring paperwork.
  • Search, develop and edit information for a minimum of 3 alumni magazines per year.
  • Prepare all paperwork, notebooks, and duties for search committees.
  • Search and update information on university alumni and friends.
  • Assist in payroll/timecard functions.
  • Open, sort, route mail.
  • Perform other related duties as assigned.
Job Duty Type Secondary