Administrative Coordinator

Job Description

DESCRIPTION

: Under the direction of an assigned administrator, provides complex administrative support to the head of a major District or Site wide functional area; coordinates the daily operations of the assigned or specialized department; plans, organizes, coordinates, and participates in activities specific to the administrators assigned areas of responsibility.

DISTINGUISHING CHARACTERISTICS:

The Administrative Coordinator position differs from the Administrative Assistant by its advanced scope of administrative responsibilities and greater autonomy in the performance of duties.

REPRESENTATIVE DUTIES

: E = indicates essential duties of the position

• Leads, coordinates and performs difficult and highly complex technical administrative work in support of a wide range of operations, programs and/or projects within an assigned division involving the use of independent judgment. (E)
• Assists with evaluating, recommending, implementing program processes and procedures; maintains compliance. (E)
• Responds to complaints, concerns, and related issues. (E)
• Plans, organizes, coordinates daily operations and assists with resolving work problems for administration, staff, or students by exercising independent judgment in the application of established procedures and routines; refers difficult policy questions to the appropriate office. (E)
• Serves as an initial contact coordinating communication and activities with other District departments and personnel, students, educational institutions, vendors, internal and external organizations, and the community; obtains and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and regulations. (E)
• Assists with planning, coordinating and implementing departmental committee meetings, assignments, special events and other activities, and staff meetings while maintaining a high level of confidentiality; prepares agenda items; records, prepares and distributes minutes. (E)
• Attend and participate in conferences and seminars as required.
• Coordinates, schedules, maintains, and submits forms related to Adjunct/Overload and special/supplemental payroll for faculty and/or vendors. (E)
• Works with Human Resources and Payroll to monitor staffing and payments and ensures that timesheets are completed correctly and submitted to payroll in a timely manner. (E)
• Works with immediate supervisor to create, manage, maintain, reconcile, and forecast budgets. (E)
• Ensures the processing of contracts, prepares purchase requisitions; assigns account numbers; verifies availability of adequate funding; inventories and orders office supplies; contacts and follows up with vendors. (E)
• Processes and submits work orders as needed. (E)
• Assists in coordinating the evaluation of part-time faculty, and coordinates evaluations performed by the Dean. (E)
• Coordinates, prepares, and submits the schedule of classes, assigns classrooms, and submits changes/updates as needed. (E)
• Monitors all tasks and projects essential to the business of the division to ensure timely completion. (E)
• Serves as a point person for inquiries and helps to direct requests for information, reports and other assistance according to office protocols. (E)
• Compiles information and data for reports and assists in the preparation of statistical and narrative reports; conducts research as required. (E)
• Tracks, completes and submits forms related to staff absences and/or leaves and prepares payroll reports. (E)
• Processes appropriate paperwork for new hires and resignations. (E)
• Performs other related duties as may be assigned.

MINIMUM QUALIFICATIONS

: EDUCATION AND EXPERIENCE:  

Any combination equivalent to: graduation from high school including or supplemented by course work in business, secretarial science or related field and three years increasingly responsible secretarial experience.

This is a categorically funded position; continued employment is contingent upon continued receipt of funding.

OTHER INFORMATION

: KNOWLEDGE OF:

• Operations, procedures and activities of a division office.
• Microsoft Office Suite and other software and hardware applications, Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques. Receptionist and telephone techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy. District organization, operations, policies and objectives.
• Operation of office machines including computer equipment and applicable software.

ABILITY TO:

• Perform responsible secretarial support duties for a dean.
• Provide information and communicate effectively with College personnel, students and the public. Read, interpret, apply and explain rules, regulations, policies and procedures.
• Compose correspondence independently.
• Perform responsible clerical work rapidly and accurately.
• Type at 60 words net per minute.Take dictation transcribe accurately. Maintain records and prepare reports.
• Compile and organize data and prepare reports.
• Operate a variety of office equipment such as typewriter, computer, printer, word processor, calculator and other equipment as assigned.
• Learn and apply procedures, rules, regulations and terminology concerning the assigned division. Work independently with little direction.
• Establish and maintain cooperative and effective working relationships with others. Communicate effectively both orally and in writing.
• Complete work with many interruptions. Work confidentially with discretion.
• Train and provide work direction to others.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Provides work direction to student assistants and hourly workers as required.

CONTACTS: Co-workers, faculty, students, vendors, outside agencies, military recruiters, and the general public

PHYSICAL EFFORT:

• Sitting for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard. Bending at the waist, kneeling or crouching to maintain files.
• Visually focusing upon computer screens and/or other records for sustained periods of time.

WORKING CONDITIONS:

• Office environment. Constant interruptions.

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