Office Coordinator

SUMMARY:

Under the supervision of the Director of Facilities & Planning, incumbent will provide

Administrative support and oversee the office functions for the Facilities Services Department.

DUTIES AND RESPONSIBILITIES:

• Plans and oversees all administrative support and office services for the Facilities Services Department;
• Oversees, coordinates, verifies, maintains, and processes all payroll timesheets, sick and annual documents for 72 FTE employees, several temporary employees and work studies;
• Creates correspondence, spreadsheets, presentations, and binds books and plans for the department;
• Supervises the Fleet/Front Office Staff and work studies;
• Ensures all policies and procedures are followed regarding the fleet.
• Maintains records of employees and work study absences, and verifies accuracy of time sheets for employee assigned.

• Conducts research and compiles reports;
• Screens visitors and calls for the Director;
• Prepares work schedules for front office employees and ensures coverage of critical functions;
• Assigns and monitors office employees’ work and handles time sensitive tasks;
• Prepares written communication for managers and supervisors regarding employee disciplinary actions and other HR issues that may arise;
• Maintains confidential files for the department.
• Creates profiles, runs administrative reports, coordinates work flow and other administrative functions, as well as trains other campus personnel using the InfiniTime and TMA software systems;
• Maintains accurate calendars, schedules, and important dates for on-going campus-wide projects;
• Posts notices daily in the time clock room for employees;
• Ensures office inventory and orders office supplies, equipment, and services
• Purchases items for the University and the department;
• Coordinates and schedules meetings and workshops for various projects and office staff to include coordination of a variety of complex projects for the department.
• Central point of campus wide communications with university departments to provide notification of repairs and maintenance affecting their buildings and/or programs;
• Works extensively with management team to document short and long-term goals for the Facilities Services Department;
• Reviews and recommends amendments to internal procedures to ensure customer service;
• Recruits and screens candidates for office positions;
• Prepares travel requests and vouchers, personnel, and other standard office forms;
• Organizes and archives necessary departmental and university Capital Outlay records and files;
• Provides administrative support to Director and managers of the department;
• Coordinates all parties needed to resolve daily issues in regards to our work order system for campus-wide Deans, Faculty, students, Directors, VP’s and staff;
• Schedules defensive driving courses and maintains records;
• Performs complex office tasks for the department;
• Communicates frequently with the HR department to answer employee inquiries;
• Works with other colleges’ Facilities Departments to collect information and data as needed.
• As needed, follows up to ensure multiple personnel and campus-wide issues are resolved by the appropriate personnel;
• Routinely interfaces with private and public sectors of the community;
• Schedules and coordinates service trips, pest control, and elevator maintenance, etc.
• Assists managers in scheduling interviews and processing of documents for hiring, replacing, and making modifications to existing or new positions;
• Assists Facilities crews w/technology needs and trainings.
• Maintains regular attendance;
• Attends trainings as needed;
• Performs additional duties as assigned by the Director of Facilities & Planning.

MINIMUM REQUIREMENTS:

• Education: Associates Degree in any field.
• Experience: Five (5) years of complex office experience.

KNOWLEDGE, SKILLS, & ABILITIES:

• Ability to respond and meet rigid schedules and deadlines.
• Ability to handle complex tasks with minimal direction.
• Strong organization and coordination skills.
• Strong oral and written communication skills.
• Ability to plan and accomplish goals.
• Ability to train staff on various computer programs used in the department.
• Ability to direct others in order to meet the needs of the department.
• Knowledge of the NMHU Personnel Policies and Procedures preferred.
• Demonstrated knowledge of Microsoft Office programs (Word, Excel, and PowerPoint).
• Ability to establish and maintain effective professional working relationships.
• Ability to maintain confidentiality of records and information.
• Ability to use own judgment to carry-out the duties and responsibilities of the position.

PHYSICAL DEMANDS:

Repetitive hand motions and prolonged use of computer.

• Must occasionally lift and/or move up to forty (50) pounds.
• Sitting for extended periods of time.
• Kneel, bend, reach and stoop.

WORK ENVIRONMENT:

• Work is performed in a typical interior /office work environment.
• Work with frequent interruptions.