Office Coordinator III | Syracuse University
Location
Syracuse, NY | United States
Job description
Office Coordinator III Job #: 040504
Location Syracuse, NY
Pay Range: $17.00 - $19.71 per hour
Hours: Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.
Job Type: Full-time
Job Description: The office coordinator serves as the initial departmental representative to incoming constituencies, and handles a variety of tasks providing operational support and general assistance to students, faculty, and staff. The office coordinator is present in the office to provide services to campus constituents.
Critical job duties include: managing applications for grad admissions; preparing materials for accredited graduate programs; preparing for faculty promotion and tenure reviews; Student support; Faculty support; Managing and maintaining critical databases; Gebbie Clinic daily operations including deposits, credit card reconciliation and repository reports, backup clinic coverage; Routine management of busy front office; Answering phones managing walk-ins; Managing class waitlists; Event Planning; Managing department website, email and social media; newsletter and alumni relations; Office supplies management; Managing course evaluations.
Qualifications: - High School Diploma with 3 years experience.
- Associates degree or equivalent preferred plus minimum of (2) years office experience preferably in an academic environment.
Job Specific Qualifications: - Solid understanding of Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
- Good oral and written communication skills.
- Solid interpersonal skills.
- Good organizational skills, and the ability to multi-task in a fast-pace professional environment. Ability to maintain a high level of confidentiality with sensitive information.
- Knowledge of PeopleSoft or related system is preferred but not required.
Responsibilities: Administrative duties and office coordination: - Gebbie Clinic support: Prepare, process, and deposit income and run transaction reports for the Gebbie Clinic daily.
- Backup coverage for clinic: Answer calls, greet and process clients, schedule appointments, manage referrals, process payments, use electronic medical records software.
- Student Support: Answer inquiries from prospective students, student records management and form preparation for academic actions: major declaration, petitions, etc.
- Manage course waitlists.
- Faculty Support: Confidential administrative support, technology assistance, syllabi compilation, meeting coordination, and processing miscellaneous requests.
- Manage administrative function of the P&T process, submitting documentation for the college. Routine management of a busy front office assisting students, faculty and visitors.
- Must be knowledgeable about department programs to effectively answer telephone calls and handle walk in traffic.
- Monitor and order supplies and services.
- Train, supervise any student office employees.
- Annual Department equipment inventory report.
- Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised.
Support Admissions and graduate program functions: - Monitor Graduate program applications.
- Answer inquiries (emails and calls) from prospective applicants.
- Help applicants with admissions process.
- Coordinate communication to prospective students.
- Process documentation for graduate awards.
- Monitor scholarship credits, financial aid awarded, and graduate/teaching/research assistant awards.
- Manage administrative aspects of the process, provide support to faculty as needed.
- Review and prepare graduate admission materials for faculty review committee, including calculating score reports and utilizing On-Base admissions software.
- Prepare and email admission/denial letters and financial offers as directed by committee.
- Manage inquiry process and update materials to aid recruitment.
Communications: - Compilation and production of content for the departments newsletters, handbooks and manuals, admissions communications, and brochures under the guidance of the department chair and faculty committees.
- Website: Manage and update content for the department website (required for 2 program accreditations) and social media sites under the guidance of the faculty. Provide support to faculty and staff in updating their lab websites, course Blackboards, etc.
- Publications: Edit and make recommendations for new department publications, including brochures, posters, and postcards. Coordinate the design and production of materials using university-supplied templates and adhering to University Brand Guidelines and requirements. Alumni Relations: Maintain alumni database, collaborate with faculty to prepare annual alumni newsletter (layout, design & proofreading) and newsletter distribution.
Event Planning: - Plan annual or special events in collaboration with the chair and faculty, managing all details independently.
- Regularly update the chair and/or operations specialist regarding status of planning and adherence to budget.
- Responsible for financial and logistical aspects of event management: site selection, catering, hotel and flight arrangements, registration/database management and production of meeting materials, as well as reconciling the financial aspect of our own events.
- Such events include, but are not limited to: Continuing education events; Off-site alumni receptions at large national meetings attended by faculty; New graduate student orientation; Welcome to the professions events; Admissions recruitment events and open houses; Annual departmental all-day opening meeting; Faculty receptions and departmental parties; Student luncheons; Visits for trustees, accreditation site visitors, etc.; Visits for faculty candidates.
About Syracuse University: Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the Universitys 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit
About the Syracuse area: Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.
Application Deadline: Full Consideration By: Open Until Filled: To apply, visit Syracuse University is an equal-opportunity, affirmative-action institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities. Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The Universitys contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
Syracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity.
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About Syracuse University
Syracuse University is a place where talent, desire, and opportunity thrive. In 12 different schools and colleges that span the liberal arts and professional disciplines, students, faculty, and staff from diverse backgrounds come together to learn, create, and break boundaries.
The University is also a vital part of the community, providing services as well as being a leader in employee benefits, work-life and organizational development, training, student employment, staff relations, and workforce diversity.
Syracuse itself is located at the crossroads of New York State, and offers a lush landscape of seasons. From fun-filled summers in the Finger Lakes to snowy winters that thrill outdoor sports enthusiasts, the area truly has something for everyone.
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