Position Title:Coordination Specialist
Department:Equal Opportunity and Diversity, Office of
Reports To:Associate Vice President for Equal Opportunity and Diversity
Purpose of Position
Top level contributor. May act as an internal consultant providing guidance on complex projects. Regularly operates under specific timeline. May act in the capacity of office manager as well as administrative and secretarial capacity to manage the activities and responsibilities of the office of Equal Opportunity and Diversity, including working closely with the Associate Vice President and /or Coordinator for Equal Opportunity and Diversity. Regularly works with confidential information. Assists and support academic departments across campus to attain the appropriate immigration status for the employment of their international faculty, researchers and staff. Under the general direction of the Associate Vice President for Equal Opportunity and Diversity, this position assists in implementing the University‚??s EEO/AA compliance programs. Assists with the coordination, monitoring for compliance all search process hires and procedures for faculty, administrative and professional staff for the University. .
- Serves as Office Manager, which includes coordinating workload, overseeing equipment, office supplies, supervising student workers, maintaining inventory of department, perform clerical duties, letter composition, spreadsheets and managing filing systems, maintain calendars and travel schedules and provide administrative support for the office of Equal Opportunity and Diversity.
- Analyzes departmental operating practices such as recordkeeping systems, forms control, to create new systems or revised established procedures.
- Acts as liaison for visitors and callers, ascertains nature of business, and directs them to appropriate person efficiently.
- Assists in insuring that all faculty and staff requests for ADA accommodations are processed within specified regulations and processed as defined within the University and regulatory requirements.
- Represents OEOD while conducting training of search committees.
- Maintains extensive database and files related to information regarding individual faculty, administrative, and professional searches and results.
- Handles all FAMIS, Canopy and Concur transactions.
- Maintains OEOD website and calendar.
- May act in place of the supervisor on official business both internal and external. Responsible for communications either in writing, in person, or at meetings. May represent division with outside agencies, contacts, other universities, etc. and coordinate activities or handle correspondences, records, files or reports.
- Position is responsible for scheduling activities and coordinating special projects and functions.
- Assists and support academic departments across campus to obtain the appropriate immigration status for the employment of their international faculty, researchers and staff.
- Serves as signer, manages and tracks expenditures for budgeted accounts relating to travel expenditures for search candidates.
- Assists in investigations as required.
Contributes to the effective team management of all relevant problems, issues and opportunities.
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.
Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible. Consideration will be given on a case by case basis and reassignment of marginal duties will be made when appropriate.
Knowledge & Skill Requirements
Requires a minimum of a high school diploma or equivalent, degree preferred and five (5) + years secretarial experience or three to four (3-4) years experience as an administrative assistant, preferably in higher education. Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills. Ability to organize and set priorities, maintains records, interpret and prepare reports and compose memoranda and letters and excellent communications skill essential. Good computer skills and knowledge needed; with ability to demonstrate word processing, spreadsheet and more specialized experience.
Supervision of Personnel
Provides guidance and supervision to student workers and/or graduate assistants.