Office Coordinator, Arts & Sciences

Position DescriptionPosition SummaryThe Office Coordinator will assist the Dean with managing projects, calendars, and communications, and the faculty of the Arts & Sciences Division with daily activities. This position will occasionally also assist the Chief Academic Officer while offering assistance to other senior staff administrators as needed.Personal Touch: Respect, Responsiveness, and Responsibility in all professional relationships, specifically, employee to student, employee to employee, and employee to community. College employees acknowledge their obligation to model and teach the three R's to influence student development of behaviors that will lead to academic, professional, and personal success.Assessment: Contributions to assessment for continuous quality improvement of the academic support area(s) within assigned scope of responsibilities.Essential Duties And ResponsibilitiesProvide administrative and technical support to the Dean and faculty of the Arts & Sciences Division.Assists with a variety of tasks: set up and coordinate meetings; distributes meeting minutes and retains records; assists with travel arrangements; data collection and reporting for program assessments and review, special projects, and course and faculty schedules.Formats, produces, proofreads, and distributes reports, memos, correspondences, meeting minutes, tests, handouts, fliers, and other materials for the Dean and faculty of the Arts & Sciences Division.Assists in maintaining and organizing office and classroom supplies and monitors and restocks supply inventory to avoid shortages.Assist with adjunct faculty onboarding and tracking adjunct evaluations. Word process documents quickly and accurately. Assist with project-based work; assist with the preparation of program self-studies; prepare faculty and program block schedules; maintain advisory committee lists for division programs.Prepare syllabi, follow up with full-time and adjunct faculty in order to maintain electronic files, work with administrative group on processes and records retention.Using Adobe Acrobat, convert academic policies and other documents from PDF to Word for review and revision. Serve as liaison for office area. Encourage and model a professional business atmosphere for visitors via in-person, e-mail, and telephone interaction.Retrieve, organize and disseminate information to faculty, staff and students using in-person, e-mail, and telephone interaction; take messages.Arrange for necessary training (for example, telephone use, Blackboard, Outlook, and Teams for refresher and new employees).Orient new full-time and all adjunct faculty to the workspace; assist them with various tasks as needed.Maintain file of necessary forms; transition to using online forms.Report building needs/problems to Facilities Management personnel. Requisitions. Place and follow up on orders, maintain records of requisitions on spreadsheet. Work with Business Office staff to assure purchasing rules are followed.Assist with the maintenance of program budgets.Research, price and purchase office supplies and furniture for Arts & Sciences faculty and staff and other members of the division regardless of campus or buildings. Office Equipment. Use, troubleshoot, educate and assist others on the use of equipment as necessary (fax, copier, scanner, printer, Scantron). Coordinate meeting arrangements for the division. Assists in scheduling room arrangements for faculty and administrators.Assists in preparing materials for meetings. Supervise and train student employees and work-study students hired in the division. Perform other duties as assigned.QualificationsMinimum of an associate degree in an applied business field, with an emphasis on PC applications and office management procedures.Proficiency with word processing, database, spreadsheet, presentation, and desktop publishing software required.Strong interpersonal skills, initiative, and a high level of organizational skills are required.Three years' experience in an office/business environment required.Must be highly dependable and confidential.Experience with enterprise resource planning software preferred.Excellent people skills and good humor.Must be able to tolerate multiple interruptions, managing multiple tasks and activities.