Office Coordinator - Visual and Performing Arts

Clark University•Worcester, MA

2d•Onsite

About The Position

Reporting to the Department Administrator, the Office Coordinator supports the day-to-day operations of the Visual and Performing Arts department. This position will provide administrative support to the V & PA department; will act as the first point of contact to faculty, staff, students, and visitors to the V & PA office in the Traina Center; will assist faculty with course preparations; will hire, train, supervise student workers in front office; will manage and oversee all mail services for the department, manage and oversee all schedules and administration of C-Board, and schedule student workers for the front desk. Additional administrative duties as necessary.

Requirements

2-4 years' professional office administration experience with a strong customer service experience, required.
High level of proficiency with Microsoft Office Suite Products: Word, Access, Excel, and Outlook, required.
Excellent organizational and time management skills.
Proven ability to juggle multiple tasks with interruptions.
Proven attention to detail and methods for ensuring accuracy.
Proven ability to independently and effectively meet deadlines with frequent interruptions.
Demonstrated ability to multi-task while maintaining professional demeanor.
Possess the ability to maintain confidentiality and discretion at all times; ability to handle sensitive information with confidentiality and tact.
Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.
Must have ability to regularly lift 50lbs, bend, stoop and twist on a daily basis; able to stand, walk or sit for extended periods of time; able to climb stairs.

Nice To Haves

Bachelor's degree (preferred)
Experience with higher education, preferred.
Background in the visual or performing arts, preferred.
Experience with various technical databases related to purchasing: - e-procurement systems (ex. Smart Buy Plus), preferred.

Responsibilities

Act as first point of contact in the V & PA front main office for faculty, students, staff, prospective students & families, and visitors to the Traina Center.
Manage and Coordinate V & PA front office in the Traina Center, home to 12 FT faculty, 12-15 PT faculty, and hundreds of students and visitors daily.
Maintain a professional environment at the front desk while juggling multiple tasks and inquiries.
Direct public inquiries to appropriate programs and University contacts.
Respond to V & PA written and electronic queries.
Coordinate and manage maintenance for department equipment (printers, scanners, copiers).
Manage Flotech relations and offer support with contract and repairs.
Provide support to FT (20) and PT (40+) V & PA faculty with course preparations and manage the rerouting of any preparation work that needs to be sent up to the Resource Library, campus print shop, or off-campus printer.
Manage and complete copying and scanning requests for faculty and staff.
Manage office supply levels and coordinate office supplies for the department.
Assist Dept. Administrator in copying/filing and data of confidential COP cases.
Take and route facilities maintenance issues for Traina Center to proper University departments.
Manage and maintain files for all electronic course evaluations (UWTE).
Maintain all departmental non-confidential files.
Manage job postings in Handshake for student employment front desk position and other V&PA student positions when needed.
Serve as support for faculty posting on Handshake and submitting work hire forms/time sheets.
Oversee the keys to proctored spaces during work hours and hand out keys in accordance with the list of permitted students.
Review all applicants and set up interviews with potential student candidates.
Hire and train students to work at busy front desk in the Traina Center.
Create, every semester, student schedule for evening office assistants.
Collaborate with the V&PA Building Manager to create, every semester, student schedule for evening and weekend security proctors.
Monitor pre-set student worker budget for front desk workers.
Provide training and support for posting student employment on Handshake and with the submitting of student work hire forms in Interview Exchange.
Serve as proxy for Department Administrator on time sheet approval for all V & PA student workers (approximately 125 positions).
Manage and coordinate the transfer of all mail delivery to 92 Downing St.
Manage all aspects of mail delivery from USPS and independent delivery services.
Manage and supervise mail delivery to all V & PA buildings.
Manage and coordinate schedule for USP and all independent delivery services to mirror work hours and building hours.
Manage and input all door schedules throughout academic year.
Serve as department contact with One Card office.