Administrative Office Coordinator

Coppin State University

Baltimore, MD

ID: 7062219
Posted: November 7, 2019
Application Deadline: Open Until Filled

Job Description

Job Description
JOB SUMMARY:

Under the direct supervision of the Registrar, this position provides administrative support to the Office of Records and Registration at Coppin State University. The Administrative Office Coordinator must have the ability to work in a fast pace, high-volume area with accuracy and a positive attitude. Effective communication, excellent organizational and problem-solving skills are essential to the position. The Administrative Officer Coordinator must be able to work with the campus community as well as with external constituents and handle confidential information. As one of the first points of contact in the Records Office the Administrative Office Coordinator will assist in all areas to contribute to the efficient and responsive operation of the office.

JOB RESPONSIBILITIES:
Manage and process Academic Records Forms.

Draft, edit and generate letters, memos and reports.

Maintain academic files including residency petitions, withdrawal documents, grade change forms and legal documents.

Monitor Records Office email and disseminate request to appropriate staff.

Maintain Registrar’s calendar, coordinate meetings and make travel arrangements.

Perform residency and grade change audits.

Take minutes and maintain an action log for Records Office projects.


Coordinate office operations to include:
Provide coverage for the front counter.

Ensure Records Counter has appropriate forms and supplies.

Maintain service contracts on equipment.

Process purchase requisitions and act as point of contact for office purchases.

Maintain inventory of supplies.

Create tracking spreadsheets for incoming mail, office budget and supplies.

Other administrative duties as assigned.
Required Qualifications
EDUCATION:
Bachelors degree and two years experience in administrative staff work.

Associates degree and five years of administrative and front office management experience.


EXPERIENCE:
Prior experience in higher education and working with educational software a plus, but not required.
Preferred Qualifications
KNOWLEDGE, SKILLS, ABILITIES, AND OTHER CHARACTERISTICS:
Commitment to the overall mission of Coppin State University.

Strong professional ethics and the ability to exhibit discretion.

Ability to offer high level customer service to internal and external customers; providing excellent, efficient and effective support.

Strong verbal, written, and interpersonal communication skills.

Ability to multi-task with demanding time-frames. Time-management is essential to this position.

Motivation to seek information from other offices and complete tasks with little direction. Must be a self-starter.

Ability to work collaboratively as part of a team.

Knowledge of modern office procedures; correct English usage and grammar; database management; basic research techniques.

Proficient knowledge of MS Word, MS Excel, Outlook and database software.



 

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