Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator provides high level administrative and operational support to the VP Admin and Finance Office, Staff Senate, University Data and Analytics, and selected sub-units of VPAF division. If you enjoy providing exceptional customer service to a variety of people, are motivated and organized, and thrive in an environment where priorities change frequently, we want to hear from you!

Position Number - 4M1019

Department - VP Administration

Division - Administration

Appointment Type - Classified

Contract Term - Fiscal Year

Semester

FLSA - Non-Exempt

Union Affiliation - FOCUS-MFPE

FTE - 1.0

Benefits Eligible - Eligible

Salary - $24.04 per hour, commensurate with experience, education, and qualifications

The person in this position is an integral part of the office operations, providing crucial support and excellent customer service to several managers and teams. This role requires exceptional multitasking abilities, strong communication skills, and a keen attention to detail to ensure smooth operations and effective time management for the various areas this position supports.

Duties and Responsibilities - Office Management and Executive Administrative Support: Provide exceptional customer service and management of the office in a knowledgeable and professional manner as the point person for general inquiries. Provide high level administrative support for several leaders and subunits within A&F (meetings, event planning, travel plans and reimbursements, preparation of Board of Regents (BOR) agenda items, etc). Manage the A&F Office Equipment Replacement Program for the annual replacement of office equipment and managing the dedicated program database; maintain inventory of all capital, minor and sensitive equipment. Serve as Building Supervisor and Emergency Coordinator for Montana Hall, serving as the single-point of contact for communications and building access/security. Webpage Development and Maintenance: review and maintain existing unit websites and create new content and webpages Work on special projects as assigned and serve on committees as appropriate. Fiscal Liaison: Serve as departmental liaison with Fiscal Shared Services and University Budget Office for Administration and Finance office and subunits/indexes (general operating, designated, plant funds, Foundation). Serve as account manager for Chrome River (purchasing card transactions), payments/BPA, ensure documentation and compliance of transactions. Serve as coordinator of SmartBuyMSU for processing payments, placing orders, procurement, etc. Calculate and invoice users for building copier charges, prepare and enter X-feed charges into Banner and reconcile index monthly. HR Liaison: Collaborate with HR Service Center to process functions related to hiring and payroll issues. Process various types of appointments for staff, new / terminating employee forms and departmental on-boarding for new employees. Management of employee degree information in employee records. Program Coordination: Provide coordination (meeting logistics and details) and support for Budget Council, Planning Council, and Staff Senate meetings (minutes, materials, webpages, etc.). Provide administrative support for annual elections of Staff Senate members (administering surveys, running elections, onboarding newly elected officers, etc).

Required Qualifications – Experience, Education, Knowledge & Skills - Progressively responsible administrative/office management experience, or an equivalent combination of relevant education and experience. Demonstrated administrative experience in an environment which required successfully supporting multiple people with numerous interruptions and/or frequent changes in priorities. Demonstrated excellent communication skills with competence in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents. Demonstrated competence reading and interpreting financial reports, communicating financial information to others, and keeping detailed and organized fiscal records. Demonstrated competence using standard workplace software, especially spreadsheets, word processing, and presentation.

The Successful Candidate Will - Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty. Ability to maintain confidentiality and handle sensitive information professionally. Excellent communication and interpersonal skills. Strong organizational and time management skills. Attention to detail, to meeting deadlines, and to prioritizing competing demands. Aptitude for problem solving and facilitating the work of others. Good judgment and self-motivation. Skill at prioritizing, organizing, and working on multiple projects, including organizing, coordinating and managing events. Represent the Office of VP Admin and Finance, UDA, and ASC and units to others in a professional and courteous manner.