Administrative Coordinator

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring

Position Function

Perform organizational, program, supervisory, and secretarial duties within the Multicultural Center; provide program and fiscal support responsibilities.

Duties & Responsibilities

1. Maintain, monitor, and balance all Multicultural Center, TeenWorks@BSU, and Guardian Scholars budgets including but not limited to (main budget, REACH summer program budget, student wage budget, Foundation Accounts, scholarships, and grants); includes prepare and maintain financial statistics and prepare summary reports; follow up on expenditures; complete appropriate paperwork, including JVs; reconcile transactions for department credit card, handle miscellaneous budget matters.
2. Provide secretarial support for the Multicultural Center, TeenWorks@BSU, and Guardian Scholars; includes maintain appointment calendars for the Director, Assistant Director, TeenWorks@BSU and Guardian Scholars Program Coordinator, and graduate assistants/interns; order and maintain inventory of office supplies; make purchases utilizing department credit card and university purchasing procedures; make department deposits; sort and distribute department mail and other information; assist students and visitors.
3. Assist with preparation and planning for events and programs; prepare speaker contracts; provide assistance to speakers; make all catering arrangements for events and programs.
4. Make travel arrangements for staff and assist with travel for registered student organizations; including airline, car, and hotel reservations, conference registrations; prepare all necessary documentation, including travel authorization; prepare vehicle requests and check requests; process travel expense vouchers.
5. Serve as area coordinator for entering all student employee hours (graduate assistants and undergraduate student employees) into the University's timekeeping system and approving hours on a bi-weekly basis.
6. Type and maintain a record of correspondence, university forms, reports, memoranda, contracts, office publications, etc; assist with proofing and editing documents for office staff.
7. Provide support services for organizations directly advised by the Director and Assistant Director; including typing, updating membership lists, maintaining financial records and budgets, and risk management paperwork.
8. Coordinate and maintain content of Multicultural Center website of 40+ individual webpages; input all Multicultural center events on electronic calendar.
9. Hire and supervise student employees; includes advertise for open positions; interviewing and selection; schedule work hours; maintain, assign and review work, orient and train staff; conduct performance appraisal and discipline of student employees.
10. Coordinate space reservation process; includes approving reservation requests; inputting requests into space calendar; maintaining space reservation calendar; tracking space use; communicating space request confirmations; and following-up with space users as needed.
11. Maintain hard copy and computerized filing systems for the office.
12. Perform other related duties as assigned.
13. Maintain regular and predictable attendance.

Minimum Qualifications

• Associate's degree or equivalent in office administration or related field.
• Over one through three years of administrative experience.
• Proficient in Microsoft Office applications; strong oral and written communication skills; strong client service skills; ability to handle confidentiality and sensitive situations.

Preferred Qualifications

• Administrative experience in a university setting; experience working with students and student support.