Coordinator of Administrative Services

Essential Duties And Responsibilities

• Provides administrative support for the Office of the Vice-President of Student Development, including the Associate Vice Presidents of Educational Partnerships, Administrative Technology, and Student Services.
• Manages and coordinates the monthly and quarterly account manager reports for the division.
• Researches and explores software applications (current and new functionality) to aid the department.
• Maintains and develops forms and/or other processes.
• Captures and records financial transactions with responsible parties.
• Coordinates the collection of information or the preparation of abstracts, reports, proposals, operations and procedure manuals, and other written material and documentation as required.
• Analyzes and prepares tables, graphs, and charts for management use or presentations about departmental or divisional activities.
• Serves as a liaison with other departments on policies, procedures, and practices.
• Plans, supervises, and schedules the work of assigned staff.
• Manages calendar and independently schedules appointments for the assigned supervisor.
• Composes, reviews, and distributes documents such as confidential and complex correspondence, memos, reports, and requisitions that are sent to internal and external contacts.
• Reports to a top-level administrator of the College.
• Makes judgments and decisions to keep office functioning smoothly in absence of supervisor.
• May oversee and process purchase requisitions and orders, travel requests, and reimbursements.
• May monitor expenditures and income against the budgets, maintain accurate accounting ledgers, and facilitate account reconciliations.
• Captures and coordinates the recording of financial transactions with responsible parties.
• Ensures compliance with all applicable laws, policies, and procedures.
• Completes all required training and professional development sessions sponsored through Texas Southmost College (TSC).
• Supports the values of the College: service, integrity, innovation, excellence, community, and accountability to the College.
• Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the worksite.
• Completes duties and responsibilities in compliance with college standards, policies and guidelines.
• Promotes positive morale and teamwork within the functional unit and provides exceptional customer service to students, faculty and the community.
• Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers.
• Supports the values and institutional goals as defined in the College’s Strategic Plan.
• Participates in the process for systematic review and evaluation per the institutional effectiveness model adopted by the College.
• Working hours may include evenings, holidays, or weekends depending on deadline requirements and special events.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is frequently required to stand.
• The employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.