Office Coordinator, Student Success
4 weeks ago
The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Summary of Responsibilities : The Office Coordinator provides customer and student assistance, strong administrative and program planning support, and budgetary tracking assistance within the Student Success Center. In addition, this position provides supportive oversight and initiative in the College's tutoring program. This position will supervise the work of student employees.
Approximate Schedule: Mid-August through mid-May, this position works approximately 25 hours per week (not to exceed 30 hours in any given week). Specific daily schedule is determined in consultation with the Director of Student Success. Additionally, Summer work may be scheduled in consultation with the Director of Student Success and the Office of Human Resources.
Essential Responsibilities : (These essential responsibilities are those the individual must be able to perform unaided or with the assistance of reasonable accommodation.)
Customer/Student Service:
Serves as a central point of liaison with other departments, students, and external constituencies in the resolution of a variety of day-to-day matters. Provides support activities for the department such as answering telephones, assisting with and resolving problems and inquiries of students and visitors, reviewing incoming and outgoing correspondence, and handling follow-up communication.
Offers guidance and direction to students who have questions regarding Student Success Center service needs. Tracks all student office visits via an office tracking log.
Coordinates appointments with the Director of Student Success.
Program Support and Assisted Oversight:
Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives of the tutoring program.
Maintains both the program and the service scheduling calendars. Assists students in setting up meetings/appointments with tutors, note takers and other students. Sends reminders for the same and missed appointment notices as needed.
Assists in maintaining the section of the student database for Disability Services.
Documents interactions with students with disabilities as needed.
Assists in administrative duties for the EDU 099 Fundamentals of Student Success class instructed by Student Success staff.
Schedules, proctors, tracks and returns ongoing exams. Provides careful coordination of the final exams proctoring schedule to include scheduling areas and the provision of refreshments.
Participates in and contributes to weekly staff meetings.
Responsible for maintaining department social media accounts and advertising.
Supervision:
Assists in the active supervision of over all tutors and note takers. Supervision includes interviewing, hiring, preparation and facilication of initial orientation and ongoing training, planning, assigning and directing work, coaching, ongoing evaluation of performance through an evaluation form process, addressing complaints and resolving problems, the management of hiring and payroll related tracking and paperwork. Directly supervises four student administrative assistants.
Must have a mindset of mentoring employees under his/her supervision. Should be able to lead in a way that sets a good example, promotes teamwork, and encourages a positive, efficient work environment.
Administrative, Office and Program Area Management:
Establishes, updates, and maintains department's files, inventories, and records; implements and maintains data management systems as required for Jenzabar and Accudemia tutoring databse records. Purges files on a seven year rotation.
Assists the Director in the preparation of semester and annual reports.
Prepares a variety of documents and performs word processing. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit administrative correspondence, emails and reports.
Checks received documents/forms for accuracy and completeness. Makes corrections or informs originator of need for changes and corrections.
Maintains the necessary supplies in the department's meeting rooms and office area. Ensures that these areas are clean and organized particularly the common areas and meeting rooms and communicates with Physical Plant about needs that arise.
Orders and maintains office supplies and processes duplication requests as needed for department's functions.
Adheres to College policies and procedures to include the maintenance of confidentiality of all processed information.
Performs other related duties as assigned.
Event Planning Support:
Assists in the planning and preparation for Summer Preview, Connections Day, Cokes & Connections, etc.
Budget Support:
Assists in the preparation of check requests and reimbursement of expenses.
Monitors all purchases and expenses to include but not limited to books, syllabi, course materials, instructional materials, all office supplies, travel expenses, by completing purchase order requests, check requests, and deposits as required by the Director.
Provides annual and ongoing input on budget allocation and usage.
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