Office Coordinator, Student Programs and Engagement

About the position

Under minimal supervision of the Director of Student Programs and Engagement, the Office Coordinator carries out a variety of duties and responsibilities to support and assist the functions and services of ASI Student Programs and Engagement, which includes student leader advisement, Camp Titan, ASI programming and Association of Intercultural Awareness team.

Responsibilities

• Serve as office receptionist, performing general office duties such as ordering and maintaining supplies, updating equipment/supplies resource files, and special projects as assigned.
• Manage and maintain schedule for director; provide support as directed to coordinators.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• File, retrieve, and maintain records for the programs and services of ASI Student Programs and Engagement.
• Maintain strict adherence to safety procedures and attend safety meetings as scheduled.
• Provide general assistance in maintaining the office in a neat and business-like manner.
• Supervise Student Assistants.
• Coordinate student programming office space and program paperwork.
• Manage daily paperwork and communications with contracted services.
• Pay bills, monitor compliance with terms of contract.
• Coordinate ASI Student leader disbursement process.
• Plan logistics for leadership education programs, e.g. space reservations, transportation, meals, supply orders.
• Serve as purchasing liaison for various university departments, e.g. parking, facilities operations, catering, university police, digital print services.
• Collect, manage and store risk management forms, e.g. insurance endorsement documentation, driver authorization.
• Coordinate documents for student leader financial awards and communicate effectively with student financial services and financial aid.
• Conduct student leader and program eligibility checks with dean of student’s office.
• Provide assistance in program planning and events.
• Support and coordinate logistics, transportation and purchasing for Camp Titan.
• Maintain accurate tracking records for departmental budgets.
• Coordinate preparation of purchase order and check request forms for office and student programs.
• Provide oversight for office supplies ordering process for department and student leaders.
• Serve as departmental liaison for ASI inventory process.
• Assist student leaders with filling out forms.

Requirements

• High school diploma/GED required and two years of college preferred.
• Experience equivalent to two years of progressively responsible experience in customer service and general office procedures with a wide variety of duties and responsibilities in a diverse public environment.
• Experience on a college or university campus environment is highly desirable.
• Possesses knowledge of general office management procedures, basic budgeting and financial tracking, university administrative policies, contract management, event logistics, student leadership financial processes, and risk management documentation.
• Strong organizational and time-management skills.
• Effective written and verbal communication skills.
• Excellent customer service skills.
• Proficiency in financial tracking and budget management.
• Competency in standard office software applications.
• Effective problem-solving skills.
• Supervisory skills for managing student assistants.
• Purchasing and vendor coordination skills.
• Exhibits the ability to maintain confidentiality, work independently and collaboratively, adapt to changing priorities, follow instructions and procedures, provide administrative support, and manage multiple tasks simultaneously.