Administrative Coordinator, PT– Academic Affairs (Skilled Trades Automotive)

General Function

Performs a variety of moderately complex administrative and secretarial tasks which may include responding to phone and in person inquiries, typing, monitoring budget, entering information into computer, maintaining calendar, making travel arrangements, and scheduling appointments to assist the head of a major administrative unit. For procurement related duties, this includes interpreting/administering/explaining procurement’s guidelines/regulations, assisting program area staff with specifications for College’s requisitions, ensuring purchases comply with procurement’s guidelines/regulations, etc. related to procurement. Coordinates assigned activities with other departments and outside organizations.

Duties and Responsibilities

1.Provides detailed information requiring interpretation of guidelines regarding department's programs and
policies; responds to inquiries by phone or in person; researches and resolves problems and complaints.
2. Assists in budget process; informs the AD or Dean regarding budget status; prepares and maintains
accurate and up-to-date budget records; assists in compiling information for Department's budget
request.
3. Oversees student employees; establishes schedule and assigns tasks; monitors and review
performance.
4. Reviews and processes P-Card transactions, Ellucian requisitions orders and invoices; ensures that
content is accurate and conforms to current policy.
5. Maintains discretion and confidentiality in all work and interactions.
6. Assists with special events and provides clerical support for committees, special projects, and task
forces.
7. Reviews and responds to in-coming correspondence; types and proofs correspondence, reports, and
exams; assists in preparing comprehensive reports.
8. Processes timesheets, invoices, forms, and information; enters information into computer system.
9. Monitors activity of department to ensure all forms and reports are completed by deadline; assists in
completing forms and reports.
10. Analyzes and reconciles Tech and Non-Tech Equipment Budget for multiple departments.
11. Facilitates e-Procurement requisitions for Tech and Non-Tech Equipment for multiple departments.
12.Performs various administrative tasks including maintaining calendar, scheduling appointments, andmaking travel arrangements and preparing authorization for reimbursement, and arranging meetings.
13. Assists with the preparation of specifications for the creation of public solicitations for goods and services
for assigned areas.
14. Collect Risk Management information or data through research. Organize and sort data and findings.
15. Analyzes departmental budget and provides guidance if budget transfers are needed.
16. Train Program Chairs within multiple departments on Procurement Purchase guidelines.
17. Maintains bid information and processes procurement transactions through NC E-Procurement and
Colleague.
18. Produces and analyzes reports from the College’s financial system and from the E-Procurement system.
19. Provides information and guidance based on the analysis of the data in the reports.
20. Maintains the Procurement records and files.
21. Verify purchases by comparing them to a master list and recommending alternatives for expensive or
irrelevant products.
22. Interacting with suppliers to schedule delivery times and resolve shipping errors
23. Authorizing payments and maintain receipts, records, and inventories.
24. Evaluating suppliers by considering price, quality, availability, and other criteria.
25. Performs other duties as assigned

Minimum Requirements and Preferred Qualifications

Requires High School diploma or GED and completion of a minimum of one course beyond high school related to office or administrative support skills, advanced Microsoft Office skills to include word processing, spreadsheets, databases, graphics, web page development and 3 years of experience in an office environment. Working in an administrative support role. Assessment for the appropriate level of Microsoft Office skills will be required.

Preferred Requirements
• Experience with E-Procurement and Ellucian • Experience with Procurement or Contract Management

Additional Information