| JOB TITLE: Office Coordinator I, CCE |
FLSA: Non-Exempt GRADE: B23 |
| LOCATION: As Assigned |
| REPORTS TO: Program Director, Corporate & Continuing Education |
PURPOSE AND SCOPE:
This position is responsible for managing daily operations of the Community Education Office. This includes the day-to-day management of workflow, office staff and supplies, and equipment. The incumbent is also responsible for development and implementation of a marketing plan to achieve maximum utilization by local businesses of facility instruction.
ESSENTIAL JOB FUNCTIONS:
Develops and implements plan for utilization of classes and instruction by local business.
Manages general operation of the Center, coordinates workload of clerical staff, supervises and trains clerical staff.
May work nights, weekends, and irregular shifts as determined by Director.
Answers phone and assist visitors, students, and instructors in a courteous manner, provide information/handle matters within scope of knowledge and responsibility.
Troubleshoots critical questions, inquiries, and complaints and direct them to the appropriate persons or offices.
Coordinates collection and preparation of operating and statistical reports.
Assists in preparation of budget needs and annual reports.
Prepares memorandums and handle routine correspondence and other mail as required; provides secretarial support to Director.
Keeps timesheets and prepares payroll reports for staff, updates and maintains all payroll records and files.
Maintains inventory of supplies; prepares and processes requisitions.
Maintains departmental files in accordance with established guidelines.
Coordinates travel plans and schedule meetings and special events for Director.
Processes admission applications including verifying information, creating files, placing holds and processing waivers.
Registers students on a continual basis; coordinates early bird, regular, and late registration activities including setting up registration stations and maintaining files during registration.
Attains personal departmental and college goals and objectives.
Serves as liaison between community education, and college data center as determined by the Director; works closely with community education program coordinator to avoid scheduling conflicts; monitors status of community education classes and informs instructors and students of the status; monitors classroom space and computer condition.
KNOWLEDGE, SKILLS, EXPERIENCE:
Two years experience as a secretary or office manager, preferably in a college setting with some college course work; AA or AAS degree preferred. The incumbent must have good oral and written communication with excellent customer relations skills. Must have knowledge of word processing, spreadsheets and database packages. The incumbent must have the ability to prioritize work and delegate assignments with excellent organizational skills.
EQUIPMENT USED:
PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment as required.
CONTACTS:
College/District Staff - This position will interact on a daily basis with employees at all levels including senior management.
Students - This position will regularly interact with the student population as a whole.
External - This position will interact daily with applicants and regularly with vendors providing support services and products.
COMPLEXITY/EFFORT:
This position receives general instruction. Sets priorities and procedures for accomplishing work based on previous experience and knowledge of organizational policies and procedures. Most of the work is varied, short-cycled and clerical in nature, although at least 20 to 30% is project oriented and required the use of technical knowledge and/or experience to accomplish work. Policy interpretation is limited to situations that have been previously defined and parameters have been established.
WORKING CONDITIONS:
The incumbent works in a climate-controlled environment at a desk and/or in an office environment. This position will not routinely be exposed to safety hazards.
GENERALIZED WORK ACTIVITIES:
Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Communicating with Persons Outside the Organization - Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.
Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work of others.
LAST MODIFIED:
Apr-24-2003