Coordinator, Office Operations

NKU Graduate Education; Newport (KY); On-site; USD 10,000 - 60,000; Full time

Job summary

A leading educational institution seeks a Coordinator for Office Operations. This pivotal position oversees daily administrative tasks, manages the executive director's communications, and supports event logistics. Ideal candidates will have extensive experience in office management, demonstrate strong organizational skills, and possess a proactive approach to task management.

Qualifications

• Minimum of 8 years of experience in office management or related roles.
• Demonstrated experience managing schedules for senior executives.
• Exceptional organizational and multitasking skills.

Responsibilities

• Manage executive director’s schedule and communications.
• Oversee logistics for hiring and staff events.
• Maintain office supplies and manage physical office space.

Skills

Organizational Skills

Communication Skills

Multitasking

Attention to Detail

Education

Bachelor's Degree

Master's Degree

Tools

Microsoft Office Suite

Google Workspace

Trello

Asana

Job description

Position Information

Working Title Coordinator, Office Operations Department EngageKY Compensation Title Coordinator, Office Operations Position Number 30029225 Position Status Grant, Contract Work Schedule

M-F 8:15 – 4:30

Hours per Week 37.5 Months per Year 12 Purpose of Position

The office manager is responsible for ensuring the smooth operation of daily administrative tasks and logistical support within the organization. This role involves managing the executive director’s schedule and communications, organizing and maintaining the organization’s calendar, and overseeing the office environment and supplies. The office manager also provides support to the board of directors, advisory board, and staff, and manages the logistics of staff events, the hiring and onboarding processes, and serves as liaison to facilities management. The office manager supervises and supports the administrative specialist and related activities related to travel and purchasing supplies.

The office manager plays a critical role in ensuring the effective and efficient operation of the organization. This position requires a proactive approach, strong organizational skills, and the ability to handle multiple tasks and priorities simultaneously. The ideal candidate will be a reliable and resourceful individual committed to supporting the organization’s values, mission, and goals.

Primary Responsibilities

Organizational and Office Management

Maintain and manage the organization’s calendar, coordinating key dates and events to ensure all staff are aware of important deadlines and events. Oversee the physical office space, including managing equipment, keys, and supplies, and making arrangements for gear and supplies needed by staff, programs, and program participants.

Executive Director and Board Support

Manage the calendar, appointments, correspondence, files, and communication for the executive director. Ensure timely and effective communication between the executive director, staff, and stakeholders. Staff the board and advisory board meetings, setting up the meetings, preparing materials, taking minutes and ensuring timely communications with the board members.

Event and Hiring Logistics

Collaborate with the training manager and coordinator and other program staff to coordinate logistics for in-person staff and program events, handling logistical aspects including venue arrangements, supplies, and schedules. Manage the logistics of the hiring process, including scheduling interviews and communicating with hiring committees to ensure an efficient and professional process. Create, maintain and implement an onboarding and orientation process for new staff members.

File and Finance Management

Maintain electronic and paper files, ensuring they are organized and easily accessible, and adhere to NKU records retention requirements and to all federal and private grants. Support the Business & Finance department with incoming and outgoing invoices and accurate record-keeping.

Communication and Relationship Management

Answer the organization’s primary phone line and relay messages to staff promptly and accurately. Facilitate effective communication within the organization, with external partners, and act as a liaison between the executive director and other staff members.

Participation in Staff Meetings and Events

Participate in and assist with planning EngageKY staff meetings, retreats, events, and GERO meetings. Uphold EngageKY values in all work tasks and activities. Complete other duties as assigned.

Qualifications

• Minimum of 8 years of experience in office management, executive assistance, or related administrative roles.
• Demonstrated experience in managing schedules, correspondence, and communications for senior executives.
• Experience coordinating logistics for events, meetings, or similar activities.
• Exceptional organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Strong verbal and written communication skills, capable of interacting professionally with a diverse range of stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software (e.g., Google Workspace, Trello, Asana).
• Keen attention to detail and accuracy in managing documents, schedules, and communications.
• Ability to handle confidential information with discretion and professionalism.
  
  

Minimum Education Bachelor's Degree Preferred Education Master's Degree Minimum Experience 8 years Salary Minimum $17.63 Pay Grade S67

Posting Detail Information

Requisition Number 2024S2146 Job Open Date 01/08/2025 Job Close Date Quick Link https://jobs.nku.edu/postings/14516 Is this an internal only posting?