Front Office Coordinator I / Office Coordinator I

MSU Careers Details•East Lansing, MI

4d•Onsite

About The Position

The Center for Survivors is a Confidential Program and Michigan State University supporting individuals impacted by interpersonal violence. The Front Office Coordinator supports daily operations across Center programs; helps maintain a safe, welcoming environment for clients, patients, visitors, and staff, including individuals in distress; and accesses and documents information in the confidential client record system in accordance with VOCA/VAWA, MSU, and State of Michigan guidelines. The Office Coordinator I provides administrative, operational, fiscal, and customer-service support for the Center for Survivors, Safe Place, and the Sexual Assault Healthcare Program. The position serves as a primary point of contact and supports communications, scheduling, records, purchasing, budget tracking, and office operations using a trauma-informed, survivor-centered, culturally responsive, and confidential approach.

Requirements

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field
Six months to one year of related and progressively more responsible or expansive work experience in customer service or in performing tasks related to the area of employment
An equivalent combination of education and experience
Requires a valid driver's license
May require transporting clients or purchasing and delivering items

Nice To Haves

Experience with Kuali Financial System
Experience working in a college or university environment
Experience in healthcare, victim advocacy, social services, behavioral health, higher education, or similar settings
Experience working with survivors of interpersonal violence, trauma responses, or individuals in acute distress
Excellent written and verbal communication skills
Strong organizational, problem-solving, and customer-service skills
Ability to manage multiple priorities with attention to detail
Experience with scheduling, purchasing, budget tracking, or records management
Ability to work collaboratively and independently
Bilingual or multilingual proficiency preferred

Responsibilities

Greets, assists, screens, and directs clients, patients, visitors, and stakeholders in person, by phone, and electronically, including individuals in distress.
Assists with scheduling, client arrival notifications, and information about services, policies, procedures, and resources.
Maintains confidentiality and privacy using a calm, trauma-informed approach.
Provides administrative support to Center for Survivors, Safe Place, and Sexual Assault Healthcare Program staff.
Manages correspondence, communications, records, files, inventories, and operational systems.
Prepares reports, forms, agreements, databases, tracking systems, and office/technology requests.
Supports purchasing, reimbursement, invoice processing, reconciliation, budget tracking, and financial reporting.
Orders supplies, materials, equipment, and services and prepares related documentation.
Coordinates meetings, trainings, events, room reservations, travel, and related logistics.
Maintains supply inventories for staff and client needs.
Manages records related to the advocacy van, driver certifications, parking permits, leased spaces, and grant or operational requirements.
Uses sound judgment and discretion when handling sensitive and confidential information.
Follows confidentiality, survivor privacy, grant, departmental, University, and regulatory requirements.
Performs other duties as assigned consistent with the classification level.
Interacts with clients, patients, students, employees, visitors, staff, university offices, external agencies, community organizations, and service providers, including individuals in distress.