Office Coordinator | FT | Weekdays | OR | University

What You Will Do

• Coordinates and maintains an efficient office operation and performs administrative duties of a moderately complex and confidential nature in support of office activities to relieve the staff of various administrative responsibilities.
• Schedules and organizes department activities, appointments, and meetings including order and set-up of equipment, catering, or other needs as directed.
• Monitors timelines and deliverables to ensure objectives are met.
• Coordinates all office functions to include, but not limited to, answering and screening phone calls, assisting visitors, ordering and maintaining supplies, equipment maintenance, repairs, and renovations.
• Functions as a first-level resource to leaders and other departments to obtain and provide information, respond to requests, and resolve problems.
• Explains policies, procedures, and special programs.
• Aid in hiring, leading and evaluating other clerical staff, including interviewing, training, advising on new procedures, coordinating information, and shifting work to accommodate workload needs.
• Prepares reports, summaries or replies to inquiries by recording, researching, and selecting relevant information from a variety of sources, such as reports, documents, other offices, computerized data bases, etc., and organizing and presenting information in usable and professional format, including tables, graphs, and charts.
• Prepares a variety of correspondence, memoranda, reports, statistical reports and other materials.
• Establishes and maintains efficient filing systems for departmental and confidential materials.
• Aids in budget and fiscal functions. Tracks and reconciles expenses against the office’s budgets including, but not limited to, operating, contingency, travel and other expenses.
• Maintains inventory of materials and office supplies, ensuring adherence to budget.
• Performs other job duties as needed or requested.

Education/Formal Training Requirements

• Required - High School Diploma or Equivalent
• PREFERRED - Associates Degree

Work Experience Requirements

• Required - Administrative or clerical 1-3 years

Knowledge, Skills And Abilities

• Proficient in the Microsoft Office program or programs (Word, Excel, PowerPoint)
• Proficient in oral and written communication including spelling, grammar, punctuation, and composition
• Proficient in use of basic office equipment; multi-line phones; and data entry
• Demonstrated organizational skills with ability to set priorities and meet deadlines
• Demonstrated discretion in dealing with confidential information and sensitive issues
• Proven record of providing excellent customer service both internally and externally
• Ability to evaluate problematic situations and be able to adapt, respond to, and/or notify/advise appropriate staff in order to resolve the situation/issue
• Ability to type lengthy or detailed memoranda
• Ability to prioritize multiple tasks for multiple Directors and/or Senior Directors