Office Coordinator

Job Description

Job Description

Westminster University
Office Coordinator

Position Type: Full-Time, Benefited

Work Location: Westminster University Campus

1840 South 1300 East

Salt Lake City, UT 84105

What we offer:

• Medical, Dental, and Vision Insurance
• Paid Time Off (PTO)
• Paid Parental Leave
• Paid Family and Medical Leave
• 403(b) Retirement Plan with a 5.5% employer contribution
• Tuition Remission (after a qualifying period of employment)
• 18 Paid Holidays Annually
• Cell Phone Plan Discounts

Please apply directly through Westminster University's Career Job Posting .

A completed application will include:

• Resume
• Cover letter that describes how your previous experience will contribute to this role and the Westminster community.
• Three professional references with their full name, job title, organization name, relationship to the applicant, and contact information.

About the Role:

Provide administrative support to the President’s Office and the Provost. The Office Coordinator is responsible for managing the day-to-day activities of the President’ Office, providing clerical and project support with significant working hours at the front desk. Oversees and/or participates in the coordination, control, and completion of special projects for the President’s Office and Provost. This position will work closely with external and internal visitors.

Minimum Qualifications:

• Associate degree or two years of related work experience; or an equivalent combination of education, training, and experience.
• Demonstrated record of a high level of conscientiousness, follow-through, and attentiveness to detail.
• Demonstrated record of outstanding customer service and interpersonal skills.
• Proficiency in Word Office suite, including Word, Excel, Access, PowerPoint.
• Ability to prioritize multiple projects or requests.
• Experience and skills with information technology.

Responsibilities:

President’s Office Operations, Communication-Related Duties

• Receives and assists visitors and telephone callers, referring them to the supervisor or other offices as appropriate.
• Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, necessary office supplies, watering plants, and emptying recycling.
• Tracks purchases and receipts made via purchasing card or vendors, maintain accurate financial records, and communicate regularly with Accounting for questions, errors, and discrepancies; monitor office expenditures to ensure purchases are within budget.
• Completes and submit check requests for the President’s Office.
• Evaluates all incoming correspondence to determine which matters require immediate attention.
• Provides administrative support; including calendaring and special projects.

• Assembles and analyzes data to prepare reports and documents.

• Assists in preparation of Board of Trustees meeting.
• Supports convocation and Commencement activities, and other special events. Works closely with Event Services for office event planning, including submitting room and food requests
• Assists in special projects for the Chief Diversity Officer.
• Maintains confidentiality in all matters related to the President and Provost.
• Maintains confidentiality in all matters related to the Cabinet.
• Performs other duties as assigned.
• Acts as main administrative point of contact.

• Complete and submit check requests for President’s Office and Provost

• Follows budget guidelines.
• Prepares and budgets travel arrangements following current guidelines.
• Assembles and analyzes data to prepare reports and documents.
• Assists in preparation and coordination of meetings; including preparing PowerPoint presentations and other materials.
• Supports student employees.

• Supports an understanding of and promote the college’s mission and values.

• Demonstrates respect and collaboration with all staff, faculty, and students.
• Proactively uses conflict resolution and problem-solving to maintain a respectful environment.

Provost, Communication-Related Duties

• Assists in preparation and coordination of meetings (including Board of Trustees, faculty, faculty senate, and academic affairs staff). including preparing PowerPoint presentations, Flash Reports, and other materials.
• Assists with updates to manuals, handbooks, and other publications to ensure accuracy and consistency.
• Assists with check requests and other financial transactions
• Assists with maintenance of faculty employment records
• Prepare sand budgets travel arrangements following current guidelines

Equal Employment Opportunity:

Westminster University is committed to a diversified workforce, equal opportunity, and nondiscrimination. To this end, Westminster prohibits any form of discrimination or harassment based on race or ethnicity, color, religion, national origin, sex, age, sexual orientation, gender identification, disabilities, genetic information, status as a veteran, or any other category or classification protected by applicable federal, state, or city laws.