Office Coordinator

OUTSTANDING BENEFITS UNLIKE ANY OTHER. Low-cost health benefits, 8% 403b contribution, affordable tuition at Niagara University for you and eligible immediate family members, tuition exchange at other designated universities for eligible dependent children, generous holidays (20 days annually), PTO, and ½ day Fridays throughout the summer. Niagara University is also an approved employer for the Public Service Loan Forgiveness program. Campus life is vibrant and offers free parking, on-site dining options, and fresh coffee at Tim Horton's and Starbucks, all in a beautiful park-like setting. If you'd like to know more, check out all of the NU Facts.

JOB SUMMARY:

Under general supervision, the Academic Assistant performs clerical and secretarial tasks and provides support for academic departments of Psychology and the programs within the Vincentian Center for Justice. These include:

• Justice House Program
• Political Science Department
• International Studies Program
• Law and Jurisprudence Program, including Pre-Law Advisement Center
• Liberal Arts Program
• Black Studies Program
• Political Science/Environmental Studies Coordinate Major
• EuroSim and Model United Nations
• International Humanitarian Assistance Program
• United Nations-Niagara University Partnership
• Justice Careers Initiative, including Diversity, Equity, and Inclusion Internship Program
• Refugee Scholars and Migrant Support Initiative, including Afghan Scholars in Residence
• Voting Rights and Electoral Justice Initiative
• Legal Advocacy and Justice Internships and Project-Based Learning Initiative
• Environmental Justice Initiative
• Community Health Initiative
• Student Justice Initiatives
• Accelerated Bachelor's to JD (3+3) Program
• Pre-Law Student Association and Phi Delta Phi, Belva Lockwood Hall
• NU Mock Trial Team
• Social Justice Speaker and Film Series

ESSENTIAL DUTIES:

• Answer telephones, take messages, schedule appointments and greet visitors;
• Perform word processing, filing, copying, and faxing in support of the department(s);
• Handle correspondence, produce reports (including graphs and charts), presentations, and record minutes of meetings.
• Assist chair(s) with scheduling, coordinating and maintaining weekly activities;
• Oversee coordination of printing, collating and distribution of course material;
• Track expenses, handle check requests, purchase orders and office supplies;
• Monitor departmental budget(s); this include budgets for Psychology Club and Active Minds.
• Receive and distribute incoming and outgoing mail for the departments;
• Respond to and facilitate requests for rooms and room changes by faculty; Assist in scheduling of classes and prepare COSS forms;
• Assist with commencement by tracking transcripts, planning guides and maintaining files for approval;
• Assist the Dean's Office with student records and awards dinners; Prepare awards certificates as needed;
• Receive and respond to student, administration and outside agencies questions and concerns related to the department(s);
• Maintain and use department and university systems including but not limited to Slate and Colleague;
• Assist with programs and events conducted by the department(s) as required;
• Make travel arrangements, organize luncheons and events;
• Supervise student aides;
• Prepare part time faculty requests and payroll forms and forward to Dean's office each semester;
• Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material, should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment;
• Prepare, distribute, coordinate, collect and summarize student evaluations of faculty not using online evaluations;
• Perform other duties as assigned.

GENERAL DESCRIPTION: % of Time

40% Type, file and maintain records of course work, correspondence, department programs, schedules and majors.

30% Receive and respond to calls and questions from students, faculty, administration and outside community.

10% Assist chairperson(s) with scheduling, budget and department issues.

10% Supervise work-study students.

10% Oversee coordination of printing, collating and distribution of course material.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
• Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.
• Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine.
• Ability to receive telephone calls, respond to inquiries and effectively communicate with others.
• Computer literate, including Microsoft Office, and ability to learn new computer software programs.
• Strong and accurate typing skills (including those necessary for mathematical symbols) and utilizing appropriate symbolic graphic programs for equations.
• Excellent organizational skills with attention to details.
• Ability to perform all essential job functions accurately with minimal direct supervision.
• Ability to display sound judgment to insure timely processing and completion of assigned tasks.

ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a typewriter (if applicable) and/or computer keyboard, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS

• High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities
• A minimum of three years of experience performing similar tasks is required.
• Prior work experience in an educational setting is preferred.

ADDITIONAL DEPARTMENTAL ASSIGNMENTS (PSYCHOLOGY):

• Oversee the support process for advisement, including: Notifying faculty when they need to send advisement schedules, Deliver and pick up student files to faculty offices and after advisement period, and update those files to include notes as to which students did not come in for advisement.
• Work with the student officers on meeting deadlines, scheduling events, reserving rooms for meetings, publicizing events, etc. for Active Mind and Psychology Club.
• Oversee reimbursement process for funding student travel to conferences. This includes: Communicating with faculty about the number of students who will be attending conferences; Coordinating with dean's office, academic affairs, honors program, and student government to secure those sources of funding and insure they are transferred to the appropriate lines in the budget
• Work collaboratively with faculty to coordinate logistics of the Annual Psychology Fair, including: contacting schools and teachers, confirming travel schedules, arranging accommodations for the guest speaker, being present and providing assistance, as needed, for the event.
• Work collaboratively with Director of the Gerontology Program.

ADDITIONAL DEPARTMENTAL ASSIGNMENTS (Vincentian Center for Justice):

• Notify classes when faculty members will be absent if necessary;
• Maintain schedule of office hours for faculty;
• Assign advisors and maintain updated lists of all students and advisors;
• Maintain list of class times and instructors;
• Ability to use/search university systems including Colleague, Slate, etc.;
• Assist with correspondences related to recruitment and retention initiatives
• Use Slate to manage applications
• Assist with preparing recruitment materials and supporting open houses
• Provide assistance to co-directors and faculty to process registration, independent studies, and other required paperwork
• Track expenses, handle check requests, purchase orders and office supplies for departmental and program budgets; report on a monthly basis (end of month) the status of the budget to the directors.
• Oversee Justice House program student travel and program-related purchasing reimbursements
• Oversee site management (security, maintenance, health and safety, technology, parking, office space)
• Assist with activities associated with all programs located within or affiliated with the Vincentian Center for Justice. This can include, but is not limited to, conference planning, event planning, program events and student gatherings. Assist with coordination, marketing, outreach.
• Facilitate scheduling of spaces within the Vincentian Center for Justice (Community Room, International Room, Student Lounge, Pre-Law Center) with internal academic program partners and external community organizations
• Support and disseminate communications such as events, programming activities, trainings, and speakers/presentations with staff, students, faculty, and external community organizations
• Assist with tracking and contribute to reaching key performance indicator (KPI) benchmarks. This includes student recruitment and retention, fundraising, expansion of programming, and program visibility.
• Develop and deliver onboarding for new student employees. Manage and coordinate schedules of work study students and graduate assistants and all paperwork associated with student positions. Train, schedule, and manage student employees to provide welcome and reception services. Perform timekeeping and record-keeping duties for staff and student employees, such as reviewing timesheets and maintaining files;
• Operate welcome desk and reception area coverage of welcome desk
• Receive and distribute mail and handle both internal and external campus mailings
• Ensure upkeep and maintenance of office supplies, forms, and brochures and control inventory of office equipment and supplies;
• Process and monitor purchase orders and follow up as needed;
• Serve as a centralized contact for building maintenance requests
• Development, communication, and enforcement of site-related policies (eg. COVID protocols)