"College of Education: Office Coordinator II"

Job Summary

The Office Coordinator II position provides comprehensive administrative support to the Dean of the College of Education while managing operations for the College of Education. This position is also responsible for the day-to-day operational logistics of the College of Education. This positions serves as the administrative contact and liaison for internal and external office constituencies. The Office Coordinator II works collaboratively with the Dean as well as independently with minimal supervision in a work environment of multiple priorities; anticipates and resolves problems and updates the Dean of the College of Education on the status of day-to-day operations and urgent issues. Supervises the work of student workers, temporary staff, Admin II as assigned.

Responsibilities

• Administrative Support - 70
  • Calendar and Scheduling: Manage Dean's Calendar: Coordinate and manage the Dean's schedule, including upcoming CoE activities, faculty and chair meetings, CoE Leadership Board meetings, external advisory board meetings, and the annual faculty/staff evaluation process. Scheduling: Schedule the Dean's appointments, send appointment reminders. Coordinate meetings: Prepare and send memos, agendas, and meeting minutes. Schedule and coordinate meetings, ensuring all logistics are in place.
  • Liaison Duties: Act as a liaison with other departments and operating units with the college and university.
  • Travel and Budget: Travel: Coordinate travel and lodging arrangements for the Dean. Prepare and process travel reimbursements. Budget: Balance, monitor, and reconcile budgets related to the Dean's office and CoE activities.
  • Communication and Meetings: Routine meetings: organize and lead routine CoE staff meetings. Correspondence: draft and send memos and other communication, as needed. Provides administrative support on academic and administrative matters including assisting with faculty contracts, recruiting and other needs.
• Records Management - 20
  • Document Handling: Tracking: track documents to ensure proper handling, signatures, and distribution. Faculty files: maintain faculty files, including new searches, faculty appointment papers, annual evaluations, and documents related to tenure and promotion. Mailing lists and databases: maintain and update mailing lists and databases for important constituencies. Ensure timely and appropriate distribution of communications.
  • Mail Handling: Dean's mail: sort, route, and respond to Dean's mail as appropriate.
• Supervision - 5
  • Student employees: Recruit, schedule, and supervise student employees. Ensure they understand their responsibilities and provide necessary training.
• Other - 5
  • Perform other duties as assigned by the Dean.