Administrative Coordinator, CEHHS Office of Advising and Student Services

Regular, Fulltime, Pay Range MR05

The Position: Manages the human resources and budget processing aspects of daily operations for the EHHS Office of Advising and Student Services. Processes, reviews, and supports disbursements to students from many of the college's scholarship accounts. Provides other office administrative support and clerical assistance especially related to front office operations, financial reports and processes, and federal work study student supervision.

Job Functions/Responsibilities:

Manages many aspects of the daily operations of the Office of Advising and Student Services. This includes understanding and organizing aspects of financial, budgetary, and human resources procedures. Specific responsibilities include the monitoring of monthly ledgers, processing IRIS transactions, managing procurement, coordinating paperwork and setup for new hires, serving as a liaison between our office and the college's and university's HR staff, assisting with travel arrangements and reimbursement, and processing financial reports, among others. Maintains and updates the office's operating procedures based on information and best practice guidelines developed by the Dean's office and human resources. Processes room reservation requests as needed for use by the office.

Assists in organizing and processing college-level scholarships including award disbursements associated with some college grants. Supports departments with the steps for processing departmental scholarships, as needed. Maintains the undergraduate and graduate scholarship database, gathers applications, and generates spreadsheets for review by the scholarship committee. Sends communication about college scholarship awards to students, processes financial aid forms for awards, and works closely with the development office to maintain donor information for the office.

Supports front desk operations including providing training and technical guidance to new support staff members. Serves as a backup for the office's Administrative Specialist I position to assist with academic profile updates and student communication. Directly assists with the interviewing, hiring, training, and evaluation of work-study students in the office. Provides administrative support for the Director of the Office of Advising and Student Services. Assists with website updates. May supervise designated personnel.

Supports the Associate Director of Recruitment and Engagement with Dean's Undergraduate Advisor Board (DUAB) event planning, set up, and promotion. Supports coordinating prospective student visits as needed. Assist with college's spring commencement ceremony. Other duties as assigned.

Requirements:

· Associate’s degree

· Three years of office experience managing complex, detail-oriented projects in a fast-paced environment.

· Must have appropriate computer skills including experience with MS Word, Access, Excel, and Outlook. The person in this position must be able to demonstrate exceedingly strong customer service, written and oral communication, and interpersonal skills. Experience effectively communicating with diverse populations is required.

Needed Competencies/Qualifications

· Ability to organize, plan, direct, prioritize and problem solve.

· Ability to accurately perform detail-oriented work, particularly related to budget/scholarship transactions and event planning.

· Knowledge/proficiency of Microsoft Office Suite, Student Information System, IRIS, Access and Taleo System.

· Ability to maintain confidential material.

· Ability to work independently.

· Ability to multi-task, prioritize responsibilities, and meet deadlines.

· Ability to communicate effectively orally and in writing with persons internal and external to the university.

Preferred Experience:

· one year of office experience occurring in a university setting is strongly preferred as is experience with Banner. Experience in IRIS, Navigate, Argos, and Nolij is desired.

Preferred Competencies/Qualifications:

· Knowledge of the University's policies and procedures.