Position Summary

The Office Coordinator for the Adult Education Department is responsible for providing high-level administrative support and coordination for the department at multiple locations.

The Office Coordinator requires a commitment to providing exceptional levels of customer service through demonstrated effective communication, organizational and judgment skills in a variety of situations.

The administrative activities performed require advanced knowledge and skills with an in-depth knowledge of program policies, procedures and information systems to communicate and process information while maintaining the confidentiality of all employee and student records as appropriate.

This position is funded in full or in part by a grant award.

Essential Functions :

The Office Coordinator is responsible for providing a wide range of office management, coordination, and administrative support to assist the department in fulfilling its goals, which include but are not limited to the following job functions.

Serves as the central point of contact and provides office reception for the department. As such is responsible for establishing, demonstrating and maintaining a welcoming environment for all parents, students, or other individuals that contact the office.

Will adeptly address visitors, requests, and inquiries, and direct individuals to other staff or departments as appropriate.

Provides accurate and current information regarding department initiatives and programs when responding to questions.

Responsible for the efficient, effective and accurate completion of all administrative support activities that include :

o Collecting, tracking, and processing data to generate reports essential for budget analysis, planning, preparation and reporting.

o Monitor, reconcile, and assist with budget administration, travel and purchase expenditures.

o Maintain data collected for account balances, accounts payable and receivables, contracts, work orders, annual reporting information, and hours of professional development in appropriate software programs.

o Lead the compilation of appropriate data to complete and submit reports as required by the Kansas Board of Regents.

o Complete reports and deposits recording payments received for negotiated commission payments and other miscellaneous income.

o Assist staff with purchasing and travel arrangements following department and university-established policies and procedures.

Verify receipt of goods and services, complete and submit required forms to initiate payments and reimbursements. Track and reconcile encumbrances.

Required Qualifications :

• Bachelor's degree or a combination of postsecondary education and additional administrative support experience equivalent to a degree.
• Demonstrated willingness to learn new technology and train others.
• Proven ability to manage multiple projects, with constant interruptions and meet established deadlines. Proven proficiency with Microsoft Outlook, Excel and Word software.
• Proficient in Microsoft Office Excel, Word, and Outlook software.
• Demonstrated effective organizational skills with a proven ability to perform and prioritize multiple tasks with effective attention to detail.
• Demonstrated ability to interact professionally, and establish and maintain professional relationships with key stakeholders within the University and external stakeholders.
• Demonstrated proactive approaches to solving problems and making appropriate decisions.
• Ability to work well as part of a team, as a highly resourceful team player, with the ability to be effective independently.
• Proven ability to handle confidential information with discretion.
• Willingness to undertake new projects and work with minimal supervision.

Preferred Qualifications :

• Experience tutoring, teaching or advising post-secondary students.
• Event planning experience.
• Experience working at the collegiate level.
• Familiarity with Banner Software or other educational administrative software.

Full time Hourly Mon-Fri

Background Check Required

Last updated : 2024-05-09