"Office Coordinator - Architecture and Design Department - (495128)"

Job Details

Department: Dean, Architecture and Design

Salary: $16.63 - $18.73

Description:

Coordinates office activities for a unit, typically processing payroll and personnel documents and maintaining related records. Purchases office supplies, and coordinates mail, shipping and receiving, and telecommunications logistics. May administer operating accounts and federal and state grants and do monthly reconciliations. May coordinate the work of clerical support assistants and/or student workers.

1. Coordinating the activities of clerical staff in performing general office duties.
2. Processing payroll and personnel transactions, and auditing and maintaining accurate records on same; preparing or assisting in preparing Position Action Requests (PARs).
3. Monitoring personnel budget and expenditure activities on unit accounts; advising supervisor of status of accounts; distributing and processing timesheets.
4. Coordinating travel arrangements for faculty and/or staff and processing travel reimbursement forms.
5. Assisting faculty and/or staff with personnel-related issues, such as health insurance, direct deposit, holidays, training programs, and so forth.
6. Ordering office supplies and materials and maintaining an adequate stock at all times.
7. Performs other job-related duties as assigned.

The Office Coordinator serves as the primary point of contact for the Dean’s Office, ensuring efficient daily operations and providing comprehensive administrative support. This role is responsible for managing front desk activities, coordinating facilities requests, processing reimbursements and invoices, and supporting event logistics.

Key Responsibilities:

• Serve as the first point of contact at the front desk by greeting visitors and managing checkouts for equipment, keys, microphones, and laser pointers.
• Coordinate building repairs and maintenance by submitting FIXIT and other work order requests.
• Manage office supply inventory and orders for both the Dean’s Office and Student Services Office (SSO).
• Oversee postal services and guest parking validations (excluding Dean’s Guest Parking Reservations).
• Act as the primary contact for copier repairs, maintenance, and supply replenishment for the Dean’s Office and SSO.
• Assist with planning and coordinating special events, including permits, required forms, and catering arrangements (excluding alumni events).
• Process faculty, staff, and student reimbursements in compliance with university policies.
• Manage vendor invoice payments and initiate new vendor ID setups.
• Maintain property tags and coordinate Off-Campus Equipment forms through DocuSign (with Antonio as backup).

Education will be considered in lieu of experience.

MQ: Requires a basic knowledge of grammar, spelling, punctuation and simple mathematical functions like percentages, ratios, etc. as might normally be acquired through attainment of a high school diploma or GED. Requires a minimum of three (3) years of directly job-related experience.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.