Office Coordinator, College of Arts and Sciences

at  University of Nebraska at Kearney

BRIEF SUMMARY OF JOB DESCRIPTION

Incumbents in this classification are responsible for a wide variety of office and administrative functions in support of the assigned departments or college programs. The Office Associate L2 position requires proficiency in the full range of general office services and functions for their college center and work assignment. The departments assigned to this position are as follows: Criminal Justice, Geography, History, Political Science, and Sociology.

REQUIRED QUALIFICATIONS

High school diploma or equivalent. One-year business school training or related work experience

PREFERRED QUALIFICATIONS

Requires a broad understanding of organizational operations, organizational procedures, and personnel. Able to handle confidential and sensitive material in a professional manner. Provides general secretarial and administrative support to a department or group of professionals under general supervision. Must be proficient in oral and written communication, basic mathematical calculations, basic computer literacy, as well as knowledgeable about a variety of software applications. Must be able to work independently and follow instructions.
Uses strategic thinking and strong analytical skills to complete a wide variety of assignments and solve a wide variety of problems. Applies an extensive body of rules, procedures, or operations that require training and/or experience to daily tasks. Able to make independent decisions about planning, organizing, and scheduling work. Identifying faculty/staff/student needs and matching them with available resources.
Develop respect for and engage with those of other cultures or backgrounds is essential. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals or managers. Develop and maintain effective working relationships.
Must be able to maintain a reliable and dependable attendance record. Work directly affects the College of Arts and Sciences and the departments within, therefore must be able to provide responsive and effective support.

Performs administrative duties for the College of Arts and Science (CAS) Business Center. Contact point for students and faculty within an assigned building for questions and concerns, or to direct them to the correct CAS Business Center Coordinator. Assesses needs and explains services, processes, procedures, and guidelines. Handles direct or indirect requests/transactions/work orders/tasks and general support to all areas of the assigned building and CAS Business Center. Assists in resolving problems and ensuring satisfactory resolutions.
Creates documents in Word or uses predefined templates, form letters, and other large and complex databases of department records and services, ensures the accuracy and completeness of the data. Creates or maintains files in Excel and generates reports or outputs when necessary.
Travel coordination, reconciliation, and reimbursement for all faculty within the assigned departments (stated above).
Assists assigned departments in facilitating student travel, expenses, and reimbursements.
Assists assigned departments with the management of student groups as necessary. Contact point for students to schedule appointments with faculty and department heads for the assigned departments.
Monitors budget and facilitates purchasing, ordering, pays regular bills for assigned departments (stated above).
Mail, email or other correspondence management for the assigned building and departments (stated above) including electronic or bulk mailings. Reviews correspondence and determines proper disposition.
Maintains inventories, tracks status, orders, purchases, and maintains or distributes supplies as needed for the assigned departments (stated above).
Maintains files, including use of electronic rather than paper records if applicable for the assigned departments (stated above).
For the assigned departments (stated above): Coordinates, organizes, and takes minutes at meetings, and supports other department activities and functions. Schedules or obtains use of rooms and sets up rooms and equipment for use, as well as organization and maintenance access to restricted or secure areas such as: key requests and security code management.
Required to be cross trained with other CAS Center Coordinator duties, as they will assist with other duties as needed or in the event of an absence. Performs other related duties as assigned.