Department Coordinator III

Department: Administration · Location: Belknap Campus · Full time · Regular

About the role

This position serves as the departmental coordinator for the Dean’s Office in Ekstrom Library, acting as a primary point of contact for library users, office visitors, and internal stakeholders. Provides customer-focused service by greeting and assisting visitors, communicating policies and procedures, and ensuring a professional and welcoming environment. Responsible for processing incoming mail, monitoring and troubleshooting office equipment, and coordinating building maintenance needs. Supports administrative operations through clerical assistance, meeting and event coordination, room scheduling, and special event support.

As the Department procurement card holder, maintains a working knowledge of budget and accounting processes, university policies, and best practices to ensure accurate documentation and compliance with audit requirements. Collaborates with the University Libraries Business Center to support financial and administrative functions, ensuring efficient departmental operations.

Responsibilities

• Serve as the primary contact for the dean’s office by greeting and assisting patrons, communicating University Libraries policies and procedures
• Answer the main phone line and route incoming calls to the appropriate individual or department
• Assist with the daily operations of the office of the Dean, University Libraries
• Serve as the point person for ordering Ekstrom Library office supplies
• Serve as the custodian of Lost & Found items for Ekstrom Library, ensuring proper collection, documentation, storage, and return of recovered property
• Collaborate with the Student Supervisor to provide training and supervision
• Perform copying and printing tasks; maintain filing systems; monitor, maintain, and troubleshoot office equipment (copiers, fax, color printer, laminator)
• Oversee and handle NOAH weather radio, communicate emergencies, as situation requires; maintain First Aid Kits for University Library departments
• Sort and distribute incoming mail
• Prepare correspondence; create signs, flyers, etc.; enforce Literacy Policy
• Assist in the preparation and dissemination of mass mailings
• Occasional use of web-based resources for information gathering
• Serve as scheduler for Ekstrom Library room requests using LibCal; communicate and enforce policies governing rooms
• Provide support in planning, coordinating, and executing events
• Serve as the Department procurement card holder and coordinator of Ekstrom Library purchasing activities
• Monitor general fund and endowment budgets, generate financial reports, and reconcile for the Director of Ekstrom Library
• Support the University Libraries Business Center by processing accounts receivable transactions, including handling checks and credit card payments for reproduction services, lost items, and Interlibrary Loan fees; provide payment details and accounting information to the University Library’s Financial Coordinator
• Perform banking transactions, including physically depositing checks at financial institutions and submitting ad-hoc bank transactions into Workday. Maintain effective checks and balances by collaborating with Kornhauser Health Sciences Library (KHSL) to ensure quality control in tracking and reconciling accounts receivable transactions
• Other duties as assigned such as reporting facilities issues and occasional project support

Requirements

• High School Diploma/GED and a minimum of four (4) years of relevant experience or an equivalent combination of education and experience

Preferred Qualifications

• Customer Service experience – Minimum of 4 years
• Ensures a dependable presence by adhering to established work schedules
• Experience with accounts receivable processes, including payment tracking

Skills

• Data Entry
• Proficiency in Microsoft Office (Word, Excel) and Outlook
• Customer Service Excellence
• Handling sensitive information with Confidentiality
• Integrity and Ethical Conduct
• Professional Telephone Etiquette
• Strong Organizational Skills
• Event Planning and Coordination