Office Coordinator I

ASU Business Services seeks a customer-centric and inquisitive professional to provide administrative support to the Director of Business Services and team. While contributing to the campus community and demonstrating ASU's Core Values, this position performs office and departmental support functions of moderate to considerable difficulty for Business Services: Special Events Reservations and Operations, Auxiliary Services, Campus Space Planning.

Under minimal supervision, the position is responsible for managing the day to day activities of the main Business Services/Special Events Office including customer service, calendar management, managing supply inventory and orders, development/tracking of purchasing requisitions, issuance/tracking/reconciliation of procurement card activities, personnel/payroll transactions for 70+ employees, ensuring proper employment protocol, submitting/tracking work orders, budget tracking/reconciliation for 70+ accounts, record maintenance, and travel coordination. This position performs accounting and analysis work of moderate difficulty and manages the fiscal reconciliation processes for Business Services, as well as assists the departmental directors as needed.

This position may also perform specialized work that is unique or specific to the department but within the scope of the position's responsibilities and skill set.

Typical Duties/Job Duties
1. ADMINISTRATIVE SUPPORT :
Provide senior level administrative support to the Director of Business Services and professional staff, including calendar management for the Director by scheduling meetings, appointments, and events; responding to requests for appointments and meetings; and interacting with both internal and external executives, administration, and assistants to coordinate a variety of complex meetings. Assist Director with management of priorities and deadlines. Compose routine letters, memoranda, and drafts for the Director's signature; prepare various reports, documents, and correspondence for the Director. Coordinate and prepare all travel arrangements and travel documentation for the Director. Provide clerical support as needed to department directors.

2. FISCAL OPERATIONS :
Maintain records of departmental accounts (more than 70 accounts across various funds). Collect data for budgetary requests and reports; verify timely revenue receipt and maintain current records tracking expenses; reconcile weekly with monthly financial reports and other information systems; forecast budget scenarios based on anticipated needs and current spending patterns; apprise Director weekly of account balances; project and reconcile salary expenses for student and temporary workers; gather information for and assists in the analysis, preparation, and management of the annual departmental budgets.

Coordinate the departmental procurement processes to include collecting quotes and bids, providing price and cost analysis, preparing procurement documentation and requisitions, processing purchases, verifying approval to pay invoices, coordinating with vendors, and administering the departmental credit card. Prepare for and process annual contract renewals, blanket purchase orders, and purchase order closeouts in accordance with the established due dates. Advise and support departmental directors regarding procurement procedures and practices.

Manage the student/temporary hiring and payroll processes for a team of approximately 60-75 student and temporary employees to include employment authorizations, employment terminations, coordinating work study, reviewing employee time sheets for accuracy, working with Payroll and Human Resources to resolve problems and discrepancies, and other tasks related to student/temporary payroll.

Count and verify revenues; prepare and audit cash trays for ticket sales, merchandise sales, and DVD / USB sales; maintain petty cash funds used for soft drink/snack machine, and copier refunds; audit refund vouchers and resolve discrepancies; replenish petty cash funds; prepare cash receipts and interdepartmental transfers (IDT's) for Bursar's Office.

3. CUSTOMER SERVICE :
Serve as receptionist for department; open and ready Business Services/Special Events Office for public contact from 8:00 am to 5:00 pm, Monday through Friday; oversee department reception area, greeting students, faculty, staff, or visitors; provide information, minor interpretations of procedures, policies or practices; answer the telephone in a professional, service-oriented manner, route calls, take messages, and/or make appointments for staff, as appropriate; oversee/assist campus Information Desk; communicate effectively with faculty, staff, students, visitors and others in the course of performing work or coordinating tasks. Maintain a level of knowledge regarding departmental functions and initiatives to support an effort of customer interaction that is efficient and helpful.

4. OFFICE OVERSIGHT
Ensure appropriate office coverage (front desk and Info Desk) exists to maintain quality customer interaction and customer service for the campus community and external entities. Ensure cross-training of office staff on all critical office operations.

Participate in the interviewing, selection, and evaluation of office support staff; provide training and supervision to student workers and/or temporary personnel that will be assisting with the daily management of office duties; and assign work to ensure completion of tasks and functions in a timely manner. Work closely with Scheduling Coordinators and perform backup support as needed; plan and schedule events and meetings utilizing campus scheduling system. Plan and organize work to ensure completion of tasks and functions in a timely manner.

5. BUSINESS OFFICE OPERATIONS :
Establish office and records maintenance procedures; develop office procedure manuals; maintain computer and hard copy departmental files in an accurate and timely manner, ensure adherence to record maintenance, confidentiality and related practices and policies; maintain mailing and distribution lists.

Maintain office supply and equipment inventories.

Manage departmental calendars and email accounts.

Open, log and distribute mail, attaching related materials as appropriate; share responsibility for pick-up and delivery of office mail; ensure that all deposits are made in a timely manner. Assemble materials and documents for review and prioritize matters and bring items requiring immediate response to the attention of appropriate staff member. Correspond via email regarding departmental services and updates; compose and/or type correspondence and routine memos from personal knowledge of subject matter or from instructions; take and prepare minutes of meetings, as requested.

Create and maintain databases and generate a variety of monthly, quarterly, and annual reports; use publication and other software to prepare informational and advertising materials such as newsletters, brochures, posters, and flyers. Prepare or oversee the preparation of a wide variety of university forms, informational materials, and documents, including purchase requisitions, travel authorizations and vouchers, time records, work order requests, forms, reports and related materials; review reports and other materials for accuracy and completeness; proofread documents, printing proofs, and other materials carefully to insure accuracy, clarity, and consistency.

Attend training, seminars and other meetings as needed. Perform other related duties as assigned.

Knowledge, Skills and Abilities

• Skilled in the delivery of excellent customer service by phone and in person; skilled in the operation of office equipment and software applications; skilled in critical thinking to anticipate potential problems or issues; skilled in oral and written communication; skilled in interpersonal relations.
• Knowledge of basic administrative and general office procedures and practices; knowledge of applicable University policies and procedures; knowledge of spelling, grammar, and punctuation; knowledge of academic and other higher education terminology and processes; knowledge of and proficiency with Microsoft Office Suite including Word, Excel, and Teams and other software and computer operations including Banner and Adobe; knowledge of bookkeeping at a moderate skill level such as recording expenses, reconciling revenue/expenditure data, preparing reports, projecting future expenses, and tracking revenues/expenditures on a weekly to monthly basis.
• Ability to perform basic mathematical calculations; ability to type 45-55 WPM ; ability to organize and complete multiple tasks in an accurate and timely manner; ability to perform work requiring accuracy and attention to detail; ability to operate a variety of office equipment; ability to multi-task effectively; ability to coordinate multiple tasks with frequent interruptions or changing priorities; ability to communicate effectively with all levels of customers and University personnel; ability to maintain confidentiality regarding office matters.
• Ability to understand, apply, and advise departmental staff of university policies and procedures related to payroll, timekeeping and purchasing; ability to cross-train employees.
• Ability to demonstrate enthusiasm, competence, and resourcefulness; ability to work well balancing multiple projects in an independent, self-directed manner or as part of a team; ability to be proactive, take initiative, remain flexible, and meet deadlines.
• Ability to demonstrate creativity and professionalism and provide effective administrative/secretarial support to the Director.

Minimum Qualifications
Possession of a high school diploma or GED certificate with five years of administrative/general office management, budgeting, bookkeeping or equivalent experience; experience with budget planning and analysis; or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the position.

Preferred Qualifications
A Bachelor's degree in business, education, a social or behavioral science, or other directly related field is preferred.

Physical Requirements

EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.

In compliance with the Americans with Disabilities Act ( ADA ), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at or email us at

Remote No

Posting Detail Information

Posting Number S873P

Open Date 07/16/2024

Close Date

Desired Start Date 08/01/2024

Review Start Date

Open Until Filled Yes

Special Instructions to Applicants

Required Number of References

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