College Office Coordinator, Rockefeller College

College Office Coordinator

Reporting to the dean, the college office coordinator is an integral member of the college staff, working closely with the head of college, dean and other staff members to support an increasingly complex college program. The coordinator provides administrative support for the dean, assistant dean for student life, assistant dean for studies, and head of the residential college. The office coordinator has overall responsibility for maintaining confidential student files; actively manages permanent files and records using an online database; and is responsible for indexing, classifying, and archiving documents. Responsible for sensitive triage of student and parent calls and visits to the college office, exercising judgment about when urgency of situation requires escalation. Coordinates college communications sent to all constituencies in support of academic, residential, and social programming. The office coordinator maintains databases and mailing lists, and prepares mass mailings (including annual communication with students, families, and campus partners). The office coordinator is responsible for maintaining the college website and generating basic content, and collaborates with other staff to maintain college social media presence. Assists with event-planning and scheduling of college classrooms and event spaces, facilities and services.

The office coordinator is responsible for welcoming students and parents to the college and creating an open and inclusive atmosphere for students in varied circumstances. Responsible for sensitive triage of student and parent phone calls and visits to college office, exercising judgment about when the urgency of a situation requires escalation. On a daily basis, the office coordinator handles inquiries about forms and policies, and refers students to advisers and other offices. Together with college administrator, hires and mentors student workers. Provides administrative support for the dean (primarily), assistant dean for studies, assistant dean for student life, and head of the residential college : includes preparation of confidential correspondence as well as formatting, proofreading, editing and distributing written and electronic materials with a high degree of accuracy and thorough attention to detail. Overall responsibility for maintaining confidential student files. Actively manages permanent files and records using OnBase; responsible for indexing, classifying, and archiving documents, which requires careful judgment about records and a clear understanding of ODOC processes. General office support for the college, including answering the college telephone and maintaining appointment schedules for three professional advisers and the head of college. Coordinates annual interviews and meetings. Responsible for coordinating college communications sent to all constituencies in support of academic, residential, and social programming. The office coordinator prepares and distributes weekly college newsletters. Maintains databases and listservs, prepares mass mailings (including annual communication with students, families, and campus partners). The office coordinator is responsible for maintaining the college website, generating basic content (for example, announcements of student accomplishments or of events), and collaborating with other staff to maintain college social media presence (including Facebook, Instagram, etc). Working with the Residential Life Coordinator, College Council and Resident Graduate Students, the office coordinator helps formulate advertising strategies for events, keeping in mind the overall communication plan for the college. The office coordinator assists the college administrator in the scheduling of college classrooms and event spaces, facilities and services as needed; maintains office equipment, monitors inventory and purchases office supplies. Troubleshoots technological issues and coordinates repairs. The office coordinator supports college programming initiated by the staff as well as by the College Council, Residential College Advisers, and RGSs, assists with event-planning, and generates publicity materials (web, email, and print). This position requires occasional attendance at weekend and evening events. Undertakes other projects at the discretion of the college head or the dean.

Qualifications

Required- Associate or other two-year degree. Four to six years of experience. Ability to plan ahead and anticipate needs while exercising flexibility and adaptability; must be able to prioritize multiple tasks, meet deadlines, and handle unexpected crises; excellent organizational and administrative skills. Strong written and verbal communication skills, with exceptional attention to detail. (Test administered.) Experience maintaining social media accounts, and demonstrated interest in mastering new modes of communications. Demonstrated proficiency with advanced features of Microsoft suite, including Word, Outlook, Excel, Access, Power Point; must be willing and able to master new technologies. Excellent interpersonal skills and ability to manage a busy front desk, creating a welcoming atmosphere and handling inquiries with discretion.

Preferred : Approachable and welcoming; able to exercise good judgment, discretion, and diplomacy in dealing with students, parents, faculty, and administrators in a variety of personal and academic situations. Sensitivity to issues in student life and experience working with a diverse population. Interest in following new modes of communications. Competence in OnBase, Drupal, PeopleSoft, SharePoint, Canvas, Instagram and / or Acrobat. Experience in an academic environment, working closely with college / university students. Sense of humor is a plus.