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Office Coordinator

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Disclaimer

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 134470
FTE
Pay Grade 9
Department Office of Financial Services - 40100
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

Reviews, interprets and understands university operating procedures and policies to ensure compliance by college operating units. Provides procedural and policy information to directors, executive aides, secretaries, and students. Makes appointments and maintains associate vice president’s and departmental calendars and schedules. Coordinates responses to Tennessee Claims Commission on pending claims. Receives, screens, directs, and assists visitors and incoming telephone calls, provides procedural information; assists in solving problems for students, faculty, staff, and the public. Sorts, opens, and routes mail for department; creates log of checks received through the mail, processes incoming forms and paperwork, and verifies and monitors all outgoing student checks. Manages all personnel records, time reports, and provides data entry for Time Record System. Establishes and maintains personnel, student, financial, and other confidential and important records. Makes travel reservations and other arrangements, prepares travel authorizations and processes claims for employees in department. Works with other university and college administrative personnel to provide feedback on various administrative problems and issues. Serves as liaison for the University Corporate Card with all university faculty and staff. Prepares a wide range of written departmental communications directed to diverse internal and external recipients. Processes student employee emergency loan applications and repayments. Reviews and coordinates budget needs, reports and information processes. Coordinates maintenance and repairs. Designs and prepares ad hoc reports as requested. Plans and manages all college special events. Oversees ordering of office supplies and equipment. Serves as liaison between students and dean to arrive at resolution to problems that might occur. Maintains office files. Trains and supervises student workers on front office duties. Follows up with other departmental employees on projects assigned by associate vice president. Acts as point of contact for all candidates within the department during the hiring process. Participates in development of objectives and long-range planning of the department. Holds responsibility for the Pro Card. Performs other duties as assigned. Secondary Functions Serves as backup for Vice President for Finance and Administration on calendar and other scheduling matters, and maintains office functions in the absence of other co-workers. Schedules use of departmental conference room and other resources by division and to other administrative offices. Prepares work orders as needed.

Knowledge, Skills and Abilities

Knowledge of university policies and guidelines. Knowledge of personnel and payroll systems. Knowledge of computers, word processing, and spreadsheets. Ability to interact with a variety of people and communicate effectively. 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

Required Qualifications

Graduation from a standard high school or equivalent including or supplemented by courses in general office practices; three years secretarial experience required.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date December 2015

Job Duties

These are the job duties required of the position.

Description of Job Duty

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

Provides procedural and policy information to directors, executive aides, secretaries, and students.

Makes appointments and maintains associate vice president’s and departmental calendars and schedules.

Coordinates responses to Tennessee Claims Commission on pending claims.

Receives, screens, directs, and assists visitors and incoming telephone calls, provides procedural information; assists in solving problems for students, faculty, staff, and the public.

Sorts, opens, and routes mail for department; creates log of checks received through the mail, processes incoming forms and paperwork, and verifies and monitors all outgoing student checks.

Manages all personnel records, time reports, and provides data entry for Time Record System.

Establishes and maintains personnel, student, financial, and other confidential and important records.

Makes travel reservations and other arrangements, prepares travel authorizations and processes claims for employees in department.

Works with other university and college administrative personnel to provide feedback on various administrative problems and issues.

Serves as liaison for the University Corporate Card with all university faculty and staff.

Prepares a wide range of written departmental communications directed to diverse internal and external recipients.

Processes student employee emergency loan applications and repayments.

Reviews and coordinates budget needs, reports and information processes.

Coordinates maintenance and repairs.

Designs and prepares ad hoc reports as requested.

Plans and manages all college special events.

Oversees ordering of office supplies and equipment.

Serves as liaison between students and dean to arrive at resolution to problems that might occur. Maintains office files.

Trains and supervises student workers on front office duties.

Follows up with other departmental employees on projects assigned by associate vice president.

Acts as point of contact for all candidates within the department during the hiring process.

Participates in development of objectives and long-range planning of the department.

Holds responsibility for the Pro Card.

Job Duty Type Essential
Description of Job Duty

Serves as backup for Vice President for Finance and Administration on calendar and other scheduling matters, and maintains office functions in the absence of other co-workers.

Schedules use of departmental conference room and other resources by division and to other administrative offices.

Prepares work orders as needed.

Performs other related duties as assigned.

Job Duty Type Secondary