Placement Coordinator

Grand Canyon Education • Phoenix, AZ

1d • Onsite

About The Position

This role involves monitoring and processing departmental information and data, establishing and maintaining databases or filing systems, and gathering, compiling, and updating information. The position may assist in planning and executing details for events or meetings, creating and distributing communications, and managing progress on acquiring necessary information. It requires communicating details, ensuring parties are informed, monitoring progress, referring information to stakeholders, and elevating problems as designated. The role also involves resolving issues within the scope of authority, potentially reviewing invoices and submitting them for payment, and acting as a liaison for facilities management or other work requests. Additionally, it includes answering inquiries about records, interpreting policies, recommending workflow improvements, collecting and extracting data for reports, and accessing University-proprietary software. Maintaining departmental SLAs, retrieving and summarizing data for reporting, verifying information, and replenishing supplies may also be part of the duties. The role may also assist in creating performance metrics, reports, charts, graphs, and correspondence. While there are no direct supervisory responsibilities, there may be a need to assist in mentoring or providing instructional coaching to less experienced staff.

Requirements

• An attention to detail, thoroughness and accuracy with ability to manage multiple tasks, projects, responsibilities, sources of information simultaneously while meeting deadlines.
• Considerable knowledge of administrative or organizational practices.
• Ability to cope effectively with changing priorities and interpret ambiguous information or direction.
• Knowledge of University and departmental policies and procedures, and regulations which may affect departmental policy.
• Computer proficient with MS Office, internet, email and database software including ability to operate a keyboard and manipulate data; and a familiarity with office machines.
• Ability to establish and maintain recordkeeping/databases systems, retrieve information and prepare reports, graphs, charts and metrics.
• Ability to plan and coordinate event, meeting and conference details.
• Ability to work independently or effectively in a team environment.
• Good interpersonal skills and ability to establish and maintain effective working relationships with internal or external contacts and stakeholders.
• Good communications skills with a good command of the English language.
• Ability to recognize and maintain the confidentiality or sensitivity of information contained in databases or records.
• Must pass background investigation.
• Prior administrative/office work experience.
• An equivalent combination of directly-related work experience and training/education from which comparable knowledge, skills and abilities have been achieved may be substituted upon supervisor’s approval.

Nice To Haves

• Ability to communicate, verbally and in writing, in other languages is helpful but not required.

Responsibilities

• Monitors and processes departmental information and data and other related forms and documents.
• Establishes and maintains a database or filing system.
• Gathers data from various sources, compiles or consolidates, posts and updates information to related software, databases or systems.
• May assist in prioritizing, planning, scheduling, arranging and executing details for events or meetings including logistical requirements scheduled by the department.
• Creates and/or distributes communications or promotional materials, including use of social media platforms.
• Communicates details and ensures all parties are well informed of progress.
• Monitors and manages progress acquiring necessary information or details as necessary, refers information to appropriate stakeholders, elevates problems as designated.
• Resolves issues or problems within scope of authority.
• May review or reconcile invoices, vouchers, expense reports, etc. and submits to accounting for payment and follows up as necessary with vendor or accounting.
• May act as liaison, organizer or point of contact for facilities management requests, office moves, telecommunications requests or other work requests.
• Answers inquiries concerning the status of various reports, documents, contracts, persons or the information contained on records; interprets policies concerning the various records maintained.
• May recommend improvements in work flow and processes to improve efficiency.
• Collects and extracts data from records for various reports; tabulates data; checks tabulated data for accuracy and completeness.
• May access University-proprietary software for purchasing, scheduling meetings, accessing student records, facilities management, timekeeping/payroll, etc.
• May maintain SLAs for the department.
• Retrieves information and may summarize data for reporting purposes.
• Verifies information contained in the systems for legitimate requests for such information.
• May maintain and replenish supplies for the department or office.
• Assists in creating performance metrics, efficacy reports and other reports, charts, graphs and correspondence.

Benefits

• Employment is contingent upon the satisfactory outcome (as determined by the university) of pre-employment screening activities, including a background check.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees