Administrative Services Coordinator II

Tennessee Tech•Cookeville, TN

2d•Onsite

About The Position

This position serves as a multi-purpose office manager, overseeing and maintaining departmental operations for efficiency, productivity, and high morale among faculty, staff, students, and student workers. The role involves creative problem-solving and decision-making to ensure the smooth functioning of the department. The Administrative Services Coordinator II assists the department chair in various aspects of their job, including meeting deadlines, advising on operational and budgetary matters, reviewing correspondence, identifying supply and equipment needs, and assisting with course scheduling and classroom assignments.

Requirements

High school diploma/GED with two years of professional clerical/general office experience or a bachelor’s degree from an accredited institution.
Ability to interpret and apply university policies, procedures, and budget/accounting processes.
Excellent written and oral communication skills.
Excellent computer skills and proficiency with a variety of computer applications, including software such as, but not limited to, MS Outlook, MS Word, MS Excel, PowerPoint, on-line systems and Internet.
Ability to work with minimum supervision.
Ability to manage workload and meet deadlines.
Ability to multi-task effectively in a varied, high-volume environment.
Detail-oriented with excellent organizational skills and the ability to prioritize objectives.

Nice To Haves

Experience in an institutional/educational environment.
Experience with Microsoft Office Suite, Banner, Eagle Online, EagleBuy, Argos, Chrome River, and Web publishing.
Knowledge of Tech Policies and Procedures.

Responsibilities

Oversees, maintains, and monitors all budgets for the department through the use of Banner, Eagle Buy, E-Print, FileMaker Pro, ProCard, Talon, and ScholarWeb.
Orders all office supplies and equipment.
Receives and processes payments for invoices.
Receives and receipts money.
Prepares paperwork for travel/claims, faculty leave, adjunct pay, faculty extra/overload pay, and awards scholarships.
Inputs departmental class schedule each semester.
Assists students during registration with permits, forms, and questions.
Assists faculty advisors and advisement centers with questions concerning their advisees' majors and course selections.
Creates, maintains, and updates all webpages for the departmental website.
Uploads all departmental syllabi and course descriptions.
Creates and uploads all technical reports completed by faculty.
Uploads all vital departmental information to SharePoint for disaster preparedness.
Uses the events reservation system to reserve space for events.
Uses ARGOS to retrieve information needed for reports.
Attends faculty meetings, keeps records, and prepares minutes for review/approval.
Initiates job postings in Talon.
Schedules interviews, itineraries, hotel/shuttle reservations, reimbursements, and PAFs for hiring.
Assists the Chair with tenure-track reviews in tabulating ballots and transcribing tenured peers' comments.
Supervises or assists in the supervision of student employees and lower-level clerical or temporary employees.
Opens and routes all incoming departmental mail and determines its distribution.
Drafts correspondence and memos.
Conducts research and gathers information for reports.
Assists in the planning and coordinating of conferences.
Assists new clerical staff in various departments with administrative and clerical tasks.
Compiles, reviews, and maintains student records, reports, and other information on math majors (undergraduate and graduate) for use by supervisors and advisors.
Reviews students' programs of study to verify graduation requirements and notifies advisors of discrepancies, preparing necessary paperwork.
Maintains all personnel files on faculty, staff, and math majors.
Manages the departmental office to ensure smooth, efficient, and productive operation while maintaining high morale.
Advises the department chair of operational and budgetary matters.
Opens and reviews all correspondence for the department and chair.
Advises the chair of major supply/equipment purchase needs.
Assists the chair in creating course schedules and classroom assignments.
Composes routine and non-routine correspondence.
Oversees and maintains all budgets for the department, including summer school, overload, and adjunct payrolls, undergraduate and graduate stipends, scholarships, and office invoices.
Assists search committees with job advertisements and subsequent scheduling of candidates' food and lodging.
Orders food through dining services.
Maintains all financial, personnel, and student (undergraduate and graduate) records.
Helps supervise student workers.
Supervises the maintenance of department classrooms and office spaces.