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Office Coordinator

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This is a job description. It does not necessarily indicate that this position is open for employment. Visit www.etsu.edu/jobs for current job openings.

Classification Details

Classification Information

Classification Title Office Coordinator
Classification Code 44410
FLSA Non-Exempt

Position Details

Position Information

Position Title Office Coordinator
Position Number 241840
FTE
Pay Grade 9
Department Academic Affairs, College of Pharmacy - 36300
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

Responsible for providing administrative/clerical support to the Office of Academic Affairs in the Bill Gatton College of Pharmacy. Essential Functions: manages workflow of the office; serves as liaison between associate dean and students, faculty, and staff; tracks departmental expenditures and reconciles budget; makes travel arrangements for office personnel and prepares travel authorizations and claims; maintains associate dean’s calendar and schedules appointments and meetings; organizes the pharmacy residency program (policies/procedures, orientation, social events, recruitment, business meetings, and graduation); communicates with stakeholders regarding compliance with college evaluation plan, in concert with interim assistant dean; attends various committee meetings and serves as recording secretary; prepares meeting minutes and maintains committee files; assists faculty with exam grading via a scanner; prepares and updates academic early alert system and notifies/interacts with faculty advisors; manages departmental personnel records and time reports; plans and manages all events sponsored by Office of Academic Affairs; composes a wide range of written communications; maintains and posts room calendars; schedules use of classrooms and study rooms; and performs other related work as assigned.

Knowledge, Skills and Abilities

Knowledge of computers, word processing, spreadsheets, and presentation software. Ability to interact with a variety of people. Ability to communicate effectively. Ability to plan, develop, coordinate, direct and evaluate policies and procedures. Ability to conceptualize, solve problems, make decisions, and accept responsibility. Ability to meet deadlines and work effectively under pressure. Ability to apply skills in accomplishing goals and objectives. Ability to maintain confidentiality and professionalism with all associated duties. Ability to work independently.

Required Qualifications

Graduation from a standard high school; three years office experience; knowledge of computer programs including spreadsheets, word processing, and presentation software (Microsoft Office preferred). Candidates must possess excellent communication skills and have the ability to multi-task.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date August 2012

Job Duties

These are the job duties required of the position.

Description of Job Duty

Manages the workflow of the office.

Manages all personnel records and time reports.

Reviews, interprets, and understands university operating procedures and policies to ensure compliance.

Reviews all incoming correspondence for appropriate receipt, and composes and prepares a wide range of written communications directed to diverse internal and external recipients.

Plans and manages all events for the Office of Academic Affairs.

Serves as liaison between associate dean and students, faculty, and staff.

Maintains Associate Dean’s calendar; schedules appointments and meetings.

Organizes the pharmacy residency program, to include policies/procedures, orientation, social events, recruitment, business meetings (residency leadership team and Tri-Cities Residency Consortium), and graduation.

Maintains compliance with college evaluation plan in concert with Assistant Dean.

Assists with CoursEval electronic evaluations with Assistant Director for Academic Affairs.

Tracks and reconciles the budget.

Handles travel arrangements for office personnel; prepares travel authorizations and claims.

Prepares and updates academic early alert system and notifies/interacts with faculty advisors.

Assists faculty members with grading of exams (Scantron).

Serves as recording secretary for various committees; prepares minutes and maintains committee files.

Assists with special projects.

Job Duty Type Essential
Description of Job Duty

Maintains and posts room calendars; schedules use of classrooms and study rooms.

Coordinates maintenance and repairs.

Maintains office files.

Oversees ordering of office and classroom supplies and equipment.

Monitors inventory of office and classroom supplies.

Performs other related duties as assigned.

Job Duty Type Secondary