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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 241840
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 March 2016

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