Office Coordinator

Office Coordinator

North Carolina Central University

Closing Date: 4/5/2024 at 11:55 PM

Primary Purpose of Position:
The Office Coordinator aids in managing the Office of Student Accessibility Services (SAS) through clerical and budgetary support. Reporting to the Director of the Office of Student Accessibility Services, this position serves as a key administrator, often being the first line of contact between constituents and staff. TheOffice Coordinator also serves on the SAS Leadership Team and will work in collaboration with other members to accomplish units goals and objectives.

DUTIES & RESPONSIBILITIES:
20% Office Management

• Provides administrative support to SAS by providing reception services, scheduling appointments, meetings; filing, tracking student contacts, maintaining personal files and records, and preparing and proofreading correspondence, reports, and other documents as requested
  
• Supervise and train student staffers that serve as the first point of contact for visitors and campus partners entering SAS; maintain student records and tracking office visits
  
• Collect, sort, and distribute incoming correspondence, including regular mail, email and faxes
  
• Arrange for repair and maintenance of all office equipment and building maintenance
  
• Create, transcribe, and distribute meeting agendas and minutes.
  
• Manage the telephone and electronic communications of SAS
  
• Direct inquiries of students, faculty, staff and visitors to appropriate area
  
  20% Program Administration
  
• Assist in coordinating the day-to-day activities for all SAS programs and services. This includes managing the SAS email account, ensuring evaluations, appointments and schedules are maintained; troubleshooting problems associated with scheduling and canceling appointments; generating reports
  
• Coordinate and schedule unit/departmental meetings, special events and other events as required.
  
• Maintain operational knowledge of University policies and procedures, as well as grant funding agencies such as DOE, etc.
  
• Responsible for coordinating and updating information in SAS operational handbooks
  
• Helps to organize and conduct events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs
  
• Serve as proxy to remove and place academic “Holds”. Compile course delivery data, space reports
  
• Completes requests for student statistical records, academic and demographic reports, in addition to distributing and maintaining reports per directive
  
• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required
  
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Department Head or required by the University
  
• Support staff in assigned project-based work.
  
• Supports the department by performing all other duties as assigned by the department head
  
  20% Testing Management
  
• Liaise between professors, students, and the SAS Testing Center on testing schedule.
• Prepare and administer testing package as needed
• Schedule proctoring staff as needed
• Organize delivery of testing packages to instructors (via scan, hand deliver in the office, or delivered to professors' offices)
• Communicate with SAS Director or Assistant Director, professors, or other staff if necessary if there are any Honor Code violations during exams.
• Work closely with ITS department to assure testing computers are updated as needed
• Ensure that equipment is working properly
• Observes college, and state/federal policies and procedures for security/confidentiality of testing records
  
  20% Financial Administration
  
• Serves as liaison between SAS and DSA Administrative Services; compiles all receipts, conducts in unit verification of transactions, PCard charges, purchase orders and payroll activities associated with state, grant, and foundation accounts
  
• In coordination with DSA Administrative Services, generates budget reports for SAS for Director's review; Per directive assists in preparing yearly budget reports, semester budget forecasts of expenses; assists in managing allocations for state, grant, and miscellaneous sources including Foundation and Discretionary funds
  
• Assists in identify inefficiencies in accounting and administrative procedures.
  
• Tracks and maintain records of all approved invoices and purchases.
  
• Assists in monitoring sponsored program to ensure compliance with granting agencies guidelines and policies.
  
• Responsible for compiling and submitting staff travel documentation to DSA Administrative Services to support submission of travel authorization and expense reports
  
  15% Personnel and Payroll
  
• Compile hiring documents; submission of all documents to DSA Administrative Services/HR for processing
  
• Work with SAS search committee chairs to coordinate phone and onsite interviews for exempt hires
  
• Assist with processing of graduate assistants Letter of Appointments, 260 forms and tuition waivers. Maintain personnel files for present and past employees. Provide employment verification on request
  
• Monitors and track staff time reporting, coordinate student staffers' work schedules to ensure sufficient office coverage, coordinate interviews for new hires, conduct staff training for office assistants, ensure office policies are in compliance
  
• Submit terminations and rehires
  
• Assist with the completion of Effort Tracking Reports. Distributes reports to faculty and staff within the required timeframe, provides follow-up to ensure accuracy and certification prior to deadlines
  
• Approves student staffers' bi-weekly payroll; ensures all student staff schedules are collected and posted; tracks, monitors and approves peer staff payable time. Process and ensure accuracy of all salary distributions for departments. Review accuracy of pay lists and cost distribution reports in a timely manner. Assists when needed to resolve any issues that are delaying higher-level approvals prior to payroll closing for any given pay period. Verify the accuracy of two programs SAS and TRIO SASP payroll prior to payroll closing. Sort corrections to avoid overpayments and underpayments.
  
  15% Data & Assessement
  
• Aid the SAS Leadership Team in assessing programs and services.
  5% Professional Development
  
• Attend State & Regional Conferences and Trainings for Accessibility Professionals
  5% Miscellaneous
  
• Evening and weekend hours plus travel trainings and conferences as needed.
  
• Other duties as assigned by the SAS Director
  
  
  
  Minimum Education/Experience:
  High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
  
  Required Knowledge, Skills, and Abilities:
  The successful candidate must be able to:

• Communicate effectively with various populations and University constituents
• Collaborate with all segments of the University in identifying difficulties and barriers for students with disabilities
• Provide solutions for problems preventing individual or groups of students with disabilities from achieving their academic potential.
• He or she must be a strong advocate for students with disabilities, willing and able to represent the student in instances when the traditional processes and strategies have not met with success.
• Knowledge of various assistive technologies, budgeting and grant management is a plus.

Special Instructions to Applicants:


To be considered for this position please visit our web site and apply on line at the following link: https://jobs.nccu.edu/

North Carolina Central University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.


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