PURPOSE AND SCOPE:
The Coordinator II, Instructional Operations, facilitates daily operations within assigned area. Responsible for coordination of support functions such as scheduling, communications, workflows, supplies, information processing, and staff support. May be responsible for coordinating budget planning process and for tracking and coordinating budget expenditures. Makes and communicates process decisions based on best practices.
ESSENTIAL JOB FUNCTIONS:
- Coordinate daily operations of assigned area
- Maintains records and acts as a point of contact for internal and external customers
- Manages executive calendars, including making appointments, scheduling meetings, and answering phone calls and emails. Safeguards confidential matters and records
- Manages internal workflows and instructional communications
- Oversees logistics for executive meetings and events, including site selection, schedules, agenda, minutes, and presentations
- Coordinates cost-effective travel arrangements
- Prioritizes inquiries and requests while troubleshooting conflicts. Makes judgements and recommendations to ensure smooth day-to-day operations
- Creates and submits a variety of reports related to the assigned area and presents findings. May make presentations to both internal and external customers
- Enters, tracks and maintains a variety of data, including documents, spreadsheets and databases
- May be responsible for ensuring and maintaining compliance with local/state/federal compliance of processes and documentation within assigned area
- Assists with creating methods of evaluation of assigned area. Analyzes results and makes recommendations for revisions to objectives and strategies
- Oversees and manages office supplies and equipment, submitting requisitions and approving or denying purchase requests in accordance with the budget. May be responsible for budget monitoring and reconciliations and may assist in planning and developing the department's annual budget
- Takes part in and/or takes lead on special projects as needed
- May provide support for departmental events and general activities, including occasional assistance outside normal work hours, as needed
- Responsible for other reasonable related duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES:
- Strong attention to accuracy and detail
- Excellent knowledge of general office and software applications
- Ability to prepare and analyze reports
- Possesses excellent organizational skills
- Strong multi-tasking abilities with the ability to prioritize duties
- High level of customer service
PHYSICAL ABILITIES:
The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.
WORK SCHEDULE AND CONDITIONS:
- Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone, and other general office equipment
- Interface with internal and external contacts as needed to carry out the functions of the position
- Work is performed in a climate-controlled office with minimal exposure to safety hazards
REQUIRED QUALIFICATIONS:
- Associate degree and at least 3 years of work experience, or an equivalent combination of education and experience
PREFERRED QUALIFICATIONS:
- One year of experience providing high-level administrative or operational support to senior leadership within higher education, corporate, nonprofit, or other complex organizational environments
- Demonstrated experience in project management, including coordinating multiple priorities, monitoring timelines, and managing deliverables within a fast-paced executive setting
