Office Coordinator - Level 9

Title Code: 4441

Occ. Group:  

Office Coordinator - Level 9

Expectations for All Employees

East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values:

PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential;
RELATIONSHIPS are built on honesty, integrity and trust;
DIVERSITY of people and thought is respected;
EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic;
EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Definition 

Employees in this class are under general supervision. Work performed in planning, developing, organizing, coordinating, directing, and evaluating a wide range of administrative/technical support actions to insure attainment of departmental goals and objectives; promoting positive public relations in all areas of departmental involvement; providing facilitation and serving as liaison with university faculty, administrators and  staff, and outside agencies; and performing other related work as required.

Characteristic Duties and Responsibilities

Manages work flow, reporting procedures and implementation of established college and university procedures.

Reviews expenditure requests for compliance with TBR and university policies and regulations before approval. 

Establishes and maintains a system for tracking approved expenditures.

Manages all personnel records and time reports.

Supervises lower level support staff.

Establishes and maintains personnel, financial, statistical and other confidential and important records.

Works with other university and college administrative personnel to provide feedback on various administrative problems and issues.

Reviews, interprets and understands university operating procedures and policies to ensure compliance by college operating units.

Reviews all incoming correspondence for appropriate recipient, and composes and prepares a wide range of written communications directed to diverse internal and external recipients.

Reviews and coordinates budget needs, reports and information processes.

Reviews all submissions for hiring in order to maintain compliance with TBR and university regulations and requirements.

Serves on search committees as required.

Coordinates maintenance and repairs.

Maintains system of budget reporting and personnel data.

Designs and prepares ad hoc reports as requested.

Plans and manages all college special events.

Recommends and orders of furniture and fixtures for college offices.

Selects and orders of promotional items for the college.

Oversees ordering of office supplies and equipment.

Serves as liaison between students and dean to arrive at resolution to problems that might occur.

Maintains office files.

Trains and supervises all student workers.

Provides procedural and policy information to directors, executive aides, secretaries and students.

Follows up with other departmental employees on projects assigned by director.

Manages faculty/staff recruitment efforts for the department.

Acts as point of contact for all candidates within the department during the hiring process.

Manages and oversees public relations for the department.

Participates in development of objectives and long-range planning of the department.

Holds responsibility for the Pro Card.

Performs other duties as assigned.

Required Knowledge and Abilities

Knowledge of Tennessee Board of Regents policies and guidelines.

Knowledge of academic and the administrative structure of an institution of higher education.

Knowledge of university and departmental policies and procedures.

Knowledge of personnel and payroll systems and local, state and federal laws and policies.

Knowledge of computers, word processing, spreadsheets.

Ability to interact with a variety of people.

Ability to communicate effectively.

Ability to plan, develop, coordinate, direct and evaluate policies and procedures.

Ability to delegate work intelligently and effectively.

Ability to conceptualize, solve problems, make decisions, and accept responsibility.

Ability to meet deadlines and work effectively under pressure.

Ability to apply skills in accomplishing goals and objectives.

Ability to maintain confidentiality and professionalism with all associated duties.

Recommended Qualifications

Applicants possessing these qualifications have a good probability for success in this class. However, applicants not possessing these qualifications should apply if they believe their training and experience will enable them to perform the work successfully. Graduation from a standard high school including or supplemented by courses in general office practices; three years secretarial experience required.

  Date     Skill         Eval            
8/25/05     9         724121352

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position.