Administrative Coordinator II

Job Category :

Non-Exempt Hiring Range : per hour $39, Pay Basis :

Hourly

Subject to Grant Funding? : No Essential Job Functions : 1. Coordinates administrative activities / functions with internal and external contacts to ensure efficient operations.

2. Responds to inquiries and resolves non-routine problems requiring in-depth understanding of work-area policies and procedures to ensure questions are answered and issues resolved in a timely manner.

3. Implements university or departmental policies, procedures, and service standards in conjunction with management.

4. Prepares reports of activities and tracking of prospects' and suspects' inquiries, applications, and student outcomes up to and including enrollment.

5. Coordinates or participates in promotional activities, including educational fairs, career days, campus tours, or special events to present programs to prospective students.

6. Interprets administrative and operating policies and procedures for employees.

7. Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

8. Coordinates activities with other supervisory personnel or with other work units or departments.

9. Performs general office duties, such as ordering supplies, maintaining records in management database systems, and performing basic bookkeeping work.

10. Coordinates the operations of the Fulfillment process, consisting of communications to prospective students including mailings, recruitment materials, acceptance packages and other important decision notifications.

11. Coordinates the activities of student workers, who assist in completing various operational tasks.

12. Maintains and ships communication pieces, as well as keeping an inventory of materials.

13. Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

14. Operates telephone equipment to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

15. Schedules and confirms appointments for clients, customers, or supervisors.

16. Arranges conference, meeting, or travel reservations for office personnel.

17. Coordinates conferences, meetings, or special events, such as luncheons or student ceremonies.

18. Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.

19. Inventories and orders materials, supplies, and services.

20. Plans for or coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, landscaping, pest control, and / or security services.

21. Learns to operate new office technologies as they are developed and implemented.

22. Completes special projects as assigned.

23. Performs other duties as assigned or required.

Marginal Job Functions : Required Knowledge, Skills, & Abilities : Knowledge :

1. Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

2. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services.

This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.

3. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

4. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).

Skills :

1. Service Orientation - Proficient skills in actively looking for ways to help people.

2. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.

3. Time Management - Proficient skills in managing one's own time and the time of others.

4. Social Perceptiveness - Proficient skills in being aware of others' reactions and understanding why they react as they do.

5. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.

6. Speaking - Proficient skills in talking to others to convey information effectively.

7. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

8. Reading Comprehension - Proficient understanding of written sentences and paragraphs in work-related documents.

Abilities :

1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

2. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.

3. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.

4. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

5. Detail Oriented - The ability to pay attention to details, understand underlying cause / effect relationships, and account for those details and relationships.

6. Confidentiality - The ability to maintain confidential information.

7. Ability to multitask.

Physical Requirements and Working Conditions :

1. Speech Recognition - Must be able to identify and understand the speech of another person.

2. Speech Clarity - Must be able to speak clearly so others can understand you.

3. Near Vision - Must be able to see details at close range (within a few feet of the observer).

4. Travel - Must be able to travel on a daily and / or overnight basis.

5. May be required to work nights or weekends.

6. May be exposed to short, intermittent, and / or prolonged periods of sitting and / or standing in performance of job duties.

7. May be required to accomplish job duties using various types of equipment / supplies, to include but not limited to pens, pencils, and computer keyboards.

Job Requirements : Required Certifications / Licensures : Required Education : High School Diploma Major (if required) : Required Experience : High School Diploma and four (4) years of clerical / administrative experience, and / or coordinating various projects in an office environment,

Associate's degree and three (3) years of clerical / administrative experience and / or coordinating various projects in an office environment,

Bachelor's Degree and one (1) year of clerical / administrative experience and / or coordinating various projects in an office environment.

Preferred Qualifications : Is this a safety sensitive position? No Background Screening Required? No Pre-Employment Conditions : Sensitivity Disclaimer : Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary.