Office Coordinator

3 weeks ago


Worcester, Massachusetts, United States Clark University Full time

Office Coordinator - Visual and Performing Arts Department

Job Description:
Basic Function:

Reporting to the Department Administrator the Office Coordinator supports the day-to-day operations of the Visual and Performing Arts department. This position will provide administrative support to the V & PA department; will act as the first point of contact to faculty, staff, students, and visitors to the V & PA office in the Traina Center; will assist faculty with course preparations; will hire, train, supervise student workers in front office; will manage an oversee all mail services for department, manage and oversee all schedules and administration of C -Board, and schedule student workers for front desk. Additional administrative duties as necessary.

Major Responsibilities:

Department Office Coordination/Work

Act as first point of contact in the V & PA front main office for faculty, students, staff, perspective students & families, and visitors to the Traina Center
Manage and Coordinate V & PA front office in the Traina Center, home to 12 FT faculty, 12-15 PT faculty, and hundreds of students and visitors daily
Maintain a professional environment at the front desk while juggling multiple tasks and inquires
Direct public inquires to appropriate programs and University contacts
Respond to V & PA written and electronic queries
Coordinate and manage maintenance for department equipment (printers, scanners, copiers)
Manage Flotech relations and offer support with contract and repairs
Provide support to FT (20) and PT (40+) V & PA faculty with course preparations and manage the rerouting of any preparation work that needs to be sent up to the Resource Library, campus print shop, or off campus printer
Manage and complete copying and scanning requests for faculty and staff
Manage office supply levels and coordinate office supplies for department
Assist Dept. Administrator in copying/filing and data of confidential COP cases
Take and route facilities maintenance issues for Traina Center to proper University departments
Manage and maintain files for all electronic course evaluations (UWTE)
Maintain all departmental non-confidential files
Other duties as necessary
Student Management

Mange job postings in Handshake for student employment front desk position
Serve as support for faculty posting on Handshake and submitting work hire forms/time sheets
Review all applicants and set up interviews with potential student candidate
Hire and train students to work at busy front desk in the Traina Center
Create, every semester, student schedule for evening office assistants
Monitor pre-set student worker budget for front desk workers
Provide training and support for posting student employment on Handshake and with the submitting of student work hire forms in Interview Exchange
Serve as proxy for Department Administrator on time sheet approval for all V & PA student workers (approximately 125 positions)
Department Mail Operations
Manage and coordinate the transfer of all mail delivery to 92 Downing St.
Manage all aspects of mail delivery from USPS and independent delivery services
Manage and supervise mail delivery to all V & PA buildings
Manage and coordinate schedule for USP and all independent delivery services to mirror work hours and building hours
Department C - Board Operations
Manage and input all door schedules throughout academic year
Serve as department contact with One Card office

Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus


Requirements:
Requirements:

Bachelor's degree (preferred) or Associates degree
2-4 years' professional office administration experience with a strong customer service experience, required; experience with higher education, preferred
Background in the visual or performing arts, preferred
High level of proficiency with Microsoft Office Suite Products: Word, Access, Excel, and Outlook, required
Excellent organizational and time management skills
Proven ability to juggle multiple tasks with interruptions
Proven attention to detail and methods for ensuring accuracy
Proven ability to independently and effectively meet deadlines with frequent interruptions
Experience with various technical data bases related to purchasing/inventory: - e -procurement systems (ex. Smart Buy Plus), preferred
Demonstrated ability to multi task while maintaining professional demeanor

Category: Staff and Administrators

Department: VAPA-Visual and Performing Arts 4521
Locations: Worcester, MA

Closes: Open Until Filled
Type: Full-time - Non Exempt
Position ID: 173890



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