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Coordinator, Administrative Services

Basic Position Information

Job Code: 5071

Title: Coordinator, Administrative Services

Department: Various

Essential Personnel: N

Job Family: Administrative Support

Job Sub-Family: Business Administration

FLSA Classification: NE

Job Grade: 12

Grade Min: $43,001

Grade Mid: $51,601

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Coordinator, Administrative Services coordinates, organizes, and oversees administrative functions and workflows.

Duties

  • Coordinates office workflows and tasks.
  • Serves as the point of contact for the office, and as a liaison between administration, departments, faculty, staff, students, and external constituents.
  • Organizes meetings, conferences, and interviews, including coordinating speakers, catering, and media services, and tracking attendees, coordinates the dissemination of agendas and other required materials for such events
  • Manages confidential or sensitive information in an appropriate and timely manner
  • Screens guests, telephone calls, and mail for others as required
  • Collaborates with other personnel and other departments as necessary
  • Prepares, proofreads, and formats correspondence, reports, memorandums, forms, and other documents as required, ensuring accuracy and compliance with policies and deadlines
  • Prepares and processes financial documents for departmental purchases; coordinates and processes travel for administrators and may assist with cost center verifications.
  • Coordinates the event planning and logistics for events sponsored by the department or college, including, but not limited to, student award ceremonies, leadership conferences, meetings, and webinars
  • Prepares and maintains yearly contracts; functions as property custodian with the IT department for technology and equipment-related matters

Marginal Duties

  • Performs all other duties as assigned
  • Performs tasks related to specific department/college

Supervisory Responsibilities

Direct Reports:

  • None

Delegation of Work:

  • N/A

Supervision Given:

  • N/A

Qualifications

Required Education:

  • Bachelor's degree

Required Experience:

  • Minimum of three (3) years of related job experience

License/Certification:

  • None required

Preferred Qualifications

  • None

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of a variety of administrative tasks and procedures, and the related trends, issues, and accepted practices

Skills:

  • Good technical skills, including proficiency in MS Office;
  • Strong analytical and problem solving skills;
  • Excellent interpersonal, communication, and organizational skills;
  • Good critical thinking skills

Abilities:

  • Ability to work independently and be highly motivated and a self-starter;
  • Ability to prioritize and initiate tasks and projects;
  • Ability to censor information;
  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment

Physical Demands:

  • Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements;
  • Individual has discretion in relation to walking, standing, etc., and has minimal exposure to physical risks

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:10 AM