Administrative Support Coordinator

Summary

Job Category:: Administrative Operations
Job Title:: Administrative Support Coordinator

Job Category Definition:: Provide a wide variety of administrative support to individuals, groups, projects or programs.
Job Title Definition:: The Administrative Support Coordinator performs a wide variety of complex administrative and office functions and/or specialized technical support of academic or administrative departments; oversees the activities of the office, such as setting priorities, coordinating, planning, prioritizing, and identifying funding renovations for facilities; solving problems and approving completed work; administers promotion and tenure documents; prepares, controls, and manages budget; maintains budget expenditures and approves financial transactions; plans, publicizes, and coordinates special events and public relations activities; evaluates effectiveness of activities; provides assistance and collaborates with other units and staff to implement events; compiles and analyzes data for a variety of reports, grants, contracts and programs; writes and edits various reports, publications, speeches, and articles; receives, verifies and validates information; greets visitors; and obtains/provides assistance; maintains calendars and schedules; coordinates business functions of the unit that include: human resources administration, office coordination, and budget monitoring or management. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:

Levels

Level 1
Level 2
Level 3
Level 4
Level 5

Level 1

There is currently no Level 1.

Level 2

Level Details
Job Code	Salary Band	FLSA Status
ADOP0202	F	Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience
2+ years of related experience High School Diploma or higher Or an equivalent combination of education and experience

Typical Work Duties
Perform in a lead support capacity; establish and assign priorities; ensure schedules are maintained and deadlines are met; develop processes and procedures for department Assist in interviewing, hiring, and evaluating staff Typically supervise, train, and direct the work of assigned staff Receive, process and maintain confidential and/or sensitive information and materials: may create/maintain government classified documents and files Arrange meetings, seminars, workshops, conferences, etc. Resolve issues with various students, faculty, and staff Receive, verify and validate information; greet visitors; obtain/provide assistance, information or refer Maintain office files, procedures, and manuals; maintain distribution lists and/or databases, verify and enter information Initiate and process a variety of financial/human resources forms; approve as authorized Maintain calendars and schedule/cancel appointments Responsible for the distribution of incoming and outgoing mail; open, sort, and prioritize mail Screen and direct telephone communications pertaining to work unit activities; act on routine requests Coordinate travel arrangements, prepare itinerary, prepare and submit travel expense documents Attend meetings; record, transcribe, and distribute meeting minutes Act as liaison to internal and external contacts; answer inquiries and respond to and/or resolve a variety of issues Recommend changes in policy and procedures Maintain and/or monitor budgets Meet with sales representatives; research, obtain quotes, purchase, and/or recommend equipment purchases Assemble pertinent background material for meetings, reports, correspondence, etc. Research, compile, and review information for various projects and reports; prepare and distribute reports, applications or other literature Proofread and coordinate printing of various forms; prepare layout and type new/revised forms, reports, publications, flyers, journals and manuals, obtain pricing and coordinate approval process; assemble and arrange for distribution of printed materials Develop presentations and meeting materials; develop meeting agendas May design and maintain web pages Inventory and order supplies

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3

Level Details
Job Code	Salary Band	FLSA Status
ADOP0203	G	Non-Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience
3+ years related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Oversee the activities of an office; establish and assign priorities; ensure schedules are maintained and deadlines are met; develop processes and procedures for department Interview, hire, train, supervise and evaluate assigned support staff Ensure timely and appropriate dissemination of information Prepare financial and operational reports; assist with preparation of short- and long-range budget plans; review and approve financial transactions within established guidelines Provide information, counsel, and advise internal and external customers Maintain administrator’s/executive’s calendar and task list; coordinate schedule with internal and external contacts; schedule/cancel appointments, as needed Coordinate and attend meetings; prepare agendas, record and distribute executive minutes Coordinate and/or manage a wide variety of special projects Coordinate the processing of financial and human resources forms; coordinate office equipment purchases and material Serve as work-unit/departmental resource regarding word processing, database, graphic/presentation, and spreadsheet software issues; demonstrate expert skills in the use of software pertinent to position Coordinate promotion and tenure process to ensure documents are accurate and complete and deadlines are met May serve as facilities coordinator; assist with assignment and/or reallocation of unit space and equipment Monitor maintenance contracts Analyze information for special projects and reports; draft speeches, handbooks, newsletters, articles, conference materials, etc. Coordinate functions such as seminars, workshops, and banquets including travel, lodging, meals, etc. May assist with faculty searches

Level 4

Level Details
Job Code	Salary Band	FLSA Status
ADOP0204	H	Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience
4+ years related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Manage the operational activities of the office, set priorities; establish and assign priorities; ensure schedules are maintained and deadlines are met; develop processes and procedures for department May be responsible for multiple locations; may serve as personnel coordinator for work unit Perform non-routine and confidential administrative duties, and proxy responsibilities as authorized in absence of administrator Assist in the resolution of employee relations and other human resources issues Oversee departmental hiring, training, and evaluation of assigned support staff Monitor budgetary matters; ensure fiscal deadlines are met; assist in coordinating budget preparation, report preparation, records control and related special projects; review and approve financial transactions Manage grants and contracts budgets; assist in preparing budget proposals for miscellaneous funding Monitor human resources administrative matters; ensure deadlines are met Coordinate, prioritize, and maintain schedule and calendar of meetings, appointments and special events for administrator/executive; arrange meetings and coordinate travel arrangements Assist in researching, preparing, and writing various publications, speeches, presentations; oversee the production of a variety of reports Interpret, communicate, and monitor academic/administrative, budgetary, and human resources policies and procedures; ensure compliance with policies and procedures Coordinate promotion and tenure process to ensure documents are accurate and complete and deadlines are met Communicate with internal and external customers and management to exchange information, resolve issues or concerns, and coordinate activities Participate in and make recommendations during development of work unit’s strategic plan Oversee search, hiring, and training for unit staff jobs Assist in the recruitment process for faculty; prepare and place advertisements, collect confidential information from candidates, prepare interview itineraries, ensure compliance with Affirmative Action policies and procedures Represent the work unit in various meetings and/or committees involving other administrative and academic units Implement changes in policy and procedures Assist with program development; oversee the coordination of functions such as seminars, workshops, banquets including travel, lodging, meals, etc. Review and check documents for completeness, accuracy, and conformance with applicable guidelines/regulations and procedural requirements

Level 5

Level Details
Job Code	Salary Band	FLSA Status
ADOP0205	I	Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience
5+ years of related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Perform complex, and confidential administrative duties and responsibilities, as authorized in absence of administrator Resolve inquiries and ensure compliance with policies and procedures; recommend changes to policies and procedures Develop and maintain office management procedures Oversee departmental hiring and training for staff; interview, hire, train, supervise and evaluate assigned support staff May serve as facilities coordinator; plan, prioritize, coordinate, and identify funding for renovations; solve problems and approve completed work; ensure compliance with University safety policies and procedures; act as emergency contact for the unit Develop and maintain direct working relationships with senior University officials, trustees, donors, alumni, and external clientele Coordinate communications with University information systems personnel to resolve issues or discuss technology needs Assist in implementing and monitoring strategic plan for department/work unit Oversee administration of promotion and tenure process to ensure documents are accurate and complete and deadlines are met Prepare, control, and manage budget; maintain accountability for budget expenditures; approve financial transactions Manage assigned projects; develop work plans; oversee project phases to ensure effective and efficient workflow Plan, publicize, and coordinate special events and public relations activities; provide assistance, evaluate effectiveness of activities; collaborate with other units and staff to implement events Coordinate arrangements for and provide support to assigned advisory boards and executive committees Analyze and summarize research data for budgets, reports, proposals, graphs, and charts for internal/ external distribution Develop, compile, and analyze data for a variety of reports, grants, contracts, and programs, and monitor their production Coordinate the preparation of various publications; compose and edit correspondence, reports, publications, speeches, and written/oral presentations