Office Coordinator III

Office Coordinator III

Job #: 042637

Location: Syracuse, NY

Pay Range: $18.04 - $20.91

Hours:
Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.

Job Type: Full Time

Job Description:

The office coordinator serves as the initial departmental representative to incoming constituencies and handles a variety of tasks providing operational support and general assistance to students, faculty, and staff. The office coordinator is present in the office to provide services to campus constituents.

Critical job duties include: managing applications for grad admissions; preparing materials for accredited graduate programs; preparing for faculty promotion and tenure reviews; Student support; Faculty support; Managing and maintaining critical databases; Gebbie Clinic daily operations including deposits, credit card reconciliation and repository reports, backup clinic coverage; Routine management of busy front office; Answering phones managing walk-ins; Managing class waitlists; Event Planning; Managing department website, email and social media; newsletter and alumni relations; Office supplies management; Managing course evaluations.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Education and Experience:

• High School Diploma with 3 years experience.
• Associates degree or equivalent preferred plus 2-4 years office experience preferably in an academic environment.

Skills and Knowledge:

• Solid understanding of Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
• Good oral and written communication skills.
• Solid interpersonal skills.
• Good organizational skills, and the ability to multi-task in a fast-pace professional environment.
• Ability to maintain a high level of confidentiality with sensitive information.
• Knowledge of PeopleSoft or related system is preferred but not required.

Responsibilities:

Administrative Duties and Office Coordination

• Routine management of busy front office assisting students, faculty and visitors.
• Must be knowledgeable about department programs to effectively answer telephone calls and handle walk in traffic.
• Monitor and order supplies and services.
• Faculty Support - confidential administrative support, technology assistance, syllabi compilation, meeting coordination, and processing miscellaneous requests.
• Assist with administrative function of the P&T process.
• Manage course waitlists, schedule final exams.
• Assist Operations Specialist with course scheduling and other administrative tasks.
• Update advising assignments.
• Gebbie Clinic support - Backup coverage for clinic: Answer calls, greet clients, schedule appointments, manage referrals, use electronic medical records software.
• Budget Support - Prepare daily deposit; run transaction reports, prescreen faculty credit card transactions; assist with preapproval process as needed.
• Annual Department equipment inventory report.
• Adapt and retool as campus business processes; maintain and update standard operating procedures.

Support Graduate Admissions and Graduate Program Functions

• Manage administrative aspects of the process, provide support to faculty, including monitoring and updating graduate program application status throughout process.
• Manage inquiries and update materials to aid recruitment.
• Coordinate communication with prospective students.
• Answer inquiries (emails and calls) from prospective applicants.
• Coordinate outgoing messages to applicants.
• Review and prepare admission materials for faculty review, including creating report spreadsheets, calculating score reports, utilizing WebAdmit and On-Base admissions software.
• Process documentation for awards, financial aid awards, and graduate/teaching/research assistant awards.
• Prepare and coordinate submission of admission/denial letters and financial offers as directed by committee.
• Track and update accepted/declined offers, update financial awards as needed, keep track current and final designation status for all applications for internal and external reporting.
• Assist with tracking and follow-up communication and matriculation for accepted students.
• Student Support - Answer inquiries from prospective students, student records management.

Communications

• Compilation and production of content for the departments newsletters, handbooks and manuals, admissions communications, and brochures under the guidance of the department chair and faculty committees.
• Website Manage and update content for the department website (required for 2 program accreditations) and social media sites under the guidance of the faculty.
• Provide support to faculty and staff in updating their lab websites, course Blackboards, etc., update department Facebook and Instagram accounts.
• Publications - Edit and make recommendations for new department publications, including brochures, posters, and postcards.
• Coordinate the design and production of materials using university-supplied templates and adhering to University Brand Guidelines and requirements.
• Alumni Relations - Maintain alumni database, collaborate with faculty to prepare annual alumni newsletter (layout, design & proofreading) and newsletter distribution.

Event Planning

• Creating and managing calendars of departmental events.
• Plan annual or special events in collaboration with the chair and faculty, managing all details independently.
• Regularly update the chair and/or operations specialist regarding status of planning and adherence to budget.
• Responsible for financial and logistical aspects of event management: site selection, catering, hotel and flight arrangements, registration/database management and production of meeting materials, as well as reconciling the financial aspect of our own events.
• Such events include, but are not limited to:
• Annual departmental all-day opening meeting.
• New graduate student orientation.
• Admissions recruitment events and open houses.
• Welcome to the professions events.
• Off-site alumni receptions at large national meetings attended by faculty.
• Continuing education events.
• Student luncheons.
• Visits for faculty candidates.
• Visits for trustees, accreditation site visitors, etc.
• Other duties as assigned.