Office Coordinator, Student Services

4 weeks ago

Toms River, United States Ocean County College Inc Full time

This position assists the Executive Director of Student Services and designated administrators by supporting department operations, providing general assistance to those seeking information about services offered by the department and the general public. This position performs a variety of confidential office and support functions and procedures and is able to use this knowledge to elevate non-routine inquiries and situations to the appropriate parties. This position also creates, prepares, proofs documents as well as website content. This position maintains the department calendar and performs other related functions.

Classification: Non-Affiliated Hourly

Staff Duration: Full Time 12 months1. Serves as the initial contact and informational resource to students regarding office functions, and all other operations of the areas for which the immediate supervisor is responsible.

2. Oversees daily office support operations. Participates in and coordinates print orders, assigned mailings within the established deadlines.

3. Assists OCC staff and administrators in using Maxient to document, track, and maintain reports for the student formal complaint process. Acts as a resource to help others who use Maxient understand and use the system. Assists conduct office staff with data entry, information tracking, and reporting in the Maxient system.

4. Performs various confidential office functions and supports, particularly the CARE Team, TRAC Team, and Student Conduct processes, utilizing the Maxient system (software) and assisting with making appointments and providing information and resources. Support functions that require a more knowledge to elevate non-routine student inquiries and situations to the appropriate parties.

5. Creates, prepares, proofs documents as well as website content using required computer software or systems, including Maxient and Colleague.

6. Maintains calendar for the immediate supervisor and office staff: schedules appointments and meetings and all event planning needs.

7. Coordinates the updates to the Student Handbook, College Catalog, and webpages for the areas for which the immediate supervisor is responsible.

8. Processes purchase orders and reconciles invoices; provides assistance with oversight of the department's budget.

9. Maintains a high level of confidentiality due to the sensitive nature of the areas for which the supervisor oversees. 

10. Related projects and duties as assigned.1. Associate's Degree

2. Three years of department or office operations support/client service experience handling a high volume of tasks and inquiries requiring a similar level of problem-solving and/or prioritizing skills and the ability to handle and safeguard confidential information and records.

3. Demonstrated proficiency with Microsoft Office Suite and a database system that requires the ability to create standard reports and learn a variety of technology systems used within the College as they evolve.

4. Prior experience coordinating events and meetings and utilizing mathematical computations to prepare accurate financial forms and/or reports.

5. Demonstrated ability to establish positive relationships with the general public and other constituents served and excellent verbal and written communication skills.1. Prior experience in an administrative support role in an academic or student affairs office within higher education.

2. Prior experience working with a student database (such as Colleague or Banner).

3. Prior experience with or knowledge of Maxient software.  

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