"Administrative Coordinator, Department of Exercise Science and Sport Management"

Job Summary

Provides administrative and operational support to assigned departments. Communicates with external vendors and campus stakeholders, completes some customer service tasks, and facilitates purchasing processes. Performs common office tasks, such as facilitating business processes, assisting with business correspondence, taking minutes in meetings, and maintaining digital and paper filing systems. May be responsible for submitting and reviewing purchase requisitions. May support multiple leaders, departments, teams, and/or units as assigned or requested.

Responsibilities

KEY RESPONSIBILITIES:

1. Provides advanced administrative support and serves as the point of contact for assigned department(s)
2. Researches and submits purchasing requests via multiple methods, including ePro, OwlPay, and Purchasing Card (Pcard) to acquire equipment, supplies, and services
3. Assists in resolving billing issues associated with open purchase orders and confers with university departments regarding requirements, specifications, and deliveries
4. Serves as primary scheduling contact with the campus and external community with an understanding of how to manage conflicting priorities
5. Assists with coordinating and scheduling meetings and events
6. Coordinates the signature and redistribution of documents as needed
7. Coordinates, research, and collects data as requested
8. Works with internal and external customers to facilitate requests to advertise departmental assets in accordance with the University Advertising Policy when required
9. Produces requested information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
10. Maintains records management, including filing, correspondence, tracking, and archiving files
11. Responsible for answering the phone, providing information, and/or transferring or redirecting calls to the appropriate contact
12. May manage Registered Visitor process for assigned departments, including entering requests and renewals and serving as the point of contact for each phase of the process

Required Qualifications

Educational Requirements
Associate degree from an accredited institution of higher education or an equivalent combination of relevant education and/or experience.

Required Experience
Four (4) years of related administrative experience

Preferred Qualifications

Preferred Educational Qualifications
Undergraduate or advanced degree from an institution of higher education

Preferred Experience
Previous experience in higher education
Experience providing administrative support for large teams
Experience providing administrative support to department leadership/executives
Experience with complex and large purchasing orders

Proposed Salary

The salary range for this position is $19.60 to $24.61 per hour. Offers are based on relevant experience.

Comprehensive benefits include Medical, Dental, Vision, 13 paid holidays, vacation, generous retirement plans, tuition waiver, wellness options, and more!

Knowledge, Skills, & Abilities

ABILITIES
Able to respond to vendor/supplier inquiries and/or questions in a courteous and informative manner
Able to utilize standard office equipment and multi-line telephone system
Able to adapt to quickly changing circumstances
Able to take initiative and be a self-starter
Able to build relationships and coordinate with internal staff at all levels in a positive and productive manner
Able to handle multiple tasks or projects at one-time meeting assigned deadlines
Possesses a strong personal code of ethics, including the ability to maintain confidentiality

KNOWLEDGE
Knowledge of basic accounting, data, and administrative management practices and procedures
Proficient with computer applications and programs associated with the position (i.e., Microsoft Office suite)

SKILLS
Excellent interpersonal, initiative, teamwork, problem-solving, independent judgment, organization, communication (verbal and written), time management, project management, and presentation skills
Strong attention to detail and follow-up skills
Strong customer service skills and phone and e-mail etiquette

Other Information

This is not a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

Background Check

• Credit Report
• Standard Enhanced
• Education