Office Coordinator

Southern University at New Orleans; New Orleans (LA); On-site; USD 20,000 - 26,000; Full time

Job summary

Southern University at New Orleans (SUNO) invites applications for the Office Coordinator position in the College of Education and Human Development. The role provides comprehensive administrative and operational support to the Dean, handling daily office activities and assisting faculty, students, visitors, and other constituents with discretion and professionalism.

The Office Coordinator will oversee the Dean's office operations, manage calendars and travel arrangements, prepare reports and

Qualifications

• High school diploma.
• Four years of related administrative experience, preferably supporting an executive, or an equivalent combination.
• Three years of managerial experience.

Responsibilities

• Oversee the day-to-day administrative operations of the Dean's office.
• Answer telephone calls and courteously greet, welcome, and assist visitors.
• Schedule appointments, arrange meetings, and maintain the Dean's calendar.
• Prepare travel arrangements and related documentation.
• Compile and prepare special reports using information from reports, correspondence, documents, electronic files, and other sources.
• Draft, type, edit, and proofread correspondence, reports, proposals, and other documents prepared by or for the Dean.
• Independently prepare correspondence concerning complex, sensitive, or non-routine matters.
• Organize and maintain accurate paper and electronic filing systems.
• Respond to requests for information and interpret applicable departmental rules, procedures, and requirements when necessary.
• Prepare agendas, handouts, binders, and other materials for meetings.
• Attend meetings and prepare minutes or other documentation when assigned.
• Prepare contracts, obtain required signatures, and track documents through the approval process when assigned.
• Monitor expenditures and support compliance with approved budgets and University policies.
• Assist the Dean with special projects and other administrative responsibilities.
• Perform other related duties as assigned.

Skills

Office administration

Customer service

Calendar management

Communication

Microsoft Office

Records management

Education

Associate or Bachelor's degree in office management, secretarial science, business, or related field

Job description

College of Education and Human Development

Southern University at New Orleans

POSITION DETAILS

Classification: Non-Exempt

Salary Range: $14.42-$19.23 per hour

Annualized Salary Range: Approximately $30,000-$40,000

Reports To: Dean, College of Education and Human Development

Location: New Orleans, Louisiana

Travel Required: None

POSITION OVERVIEW

Southern University at New Orleans (SUNO) invites applications for the position of Office Coordinator in the College of Education and Human Development. The College prepares effective and reflective professional educators who think critically and analytically and serve as transformative practitioners and advocates for learners in diverse and global environments.

The Office Coordinator provides comprehensive, proactive administrative and operational support to the Dean. This position facilitates the daily activities of the office, assists faculty, students, visitors, and other constituents, and uses initiative and sound judgment to improve administrative processes and services. Exemplary customer service, professionalism, discretion, confidentiality, organization, and attention to detail are essential.

KEY RESPONSIBILITIES

• Oversee the day-to-day administrative operations of the Dean's office.
• Answer telephone calls and courteously greet, welcome, and assist visitors.
• Schedule appointments, arrange meetings, and maintain the Dean's calendar.
• Prepare travel arrangements and related documentation.
• Compile and prepare special reports using information from reports, correspondence, documents, electronic files, and other sources.
• Draft, type, edit, and proofread correspondence, reports, proposals, and other documents prepared by or for the Dean.
• Independently prepare correspondence concerning complex, sensitive, or non-routine matters.
• Organize and maintain accurate paper and electronic filing systems.
• Respond to requests for information and interpret applicable departmental rules, procedures, and requirements when necessary.
• Prepare agendas, handouts, binders, and other materials for meetings.
• Attend meetings and prepare minutes or other documentation when assigned.
• Prepare contracts, obtain required signatures, and track documents through the approval process when assigned.
• Monitor expenditures and support compliance with approved budgets and University policies.
• Assist the Dean with special projects and other administrative responsibilities.
• Perform other related duties as assigned.

REQUIRED QUALIFICATIONS

• High school diploma.
• Four years of related administrative experience, preferably supporting an executive, or an equivalent combination of education and experience.
• Three years of managerial experience.

PREFERRED QUALIFICATIONS

• Associate or bachelor's degree in office management, secretarial science, business, or a related field.
• Five to seven years of experience supporting an executive-level position.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent interpersonal, verbal communication, and customer service skills.
• Ability to interact with individuals professionally, diplomatically, and courteously, including callers or visitors who may be upset or difficult.
• Ability to work effectively as part of a high-performing team in a fast-paced environment.
• Ability to manage competing priorities and adapt to changing circumstances, assignments, and deadlines.
• Ability to handle confidential and sensitive information proactively and discreetly.
• Ability to exercise independent judgment, solve problems, make appropriate decisions, and represent the office effectively.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Teams, and Outlook.
• Strong writing, proofreading, organizational, scheduling, records-management, and administrative coordination skills.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is primarily performed in a professional office environment. The employee must be able to sit, stand, and walk as needed; climb stairs; communicate verbally and in writing; use a computer keyboard and standard office equipment; and lift or carry materials weighing up to 10 pounds, with or without reasonable accommodation.

SUNO BENEFITS

• Health insurance through the Louisiana Office of Group Benefits (OGB): https://info.groupbenefits.org/health-plans/
• Retirement through the Teachers' Retirement System of Louisiana (TRSL): https://www.trsl.org/
• Dental insurance offered through UNUM: https://www.unum.com/employees/Benefits/dental-insurance
• Vision insurance offered through UNUM: https://www.unum.com/employees/Benefits/vision-insurance
• Paid time off and University holidays for eligible positions: https://www.suno.edu/page/TimeOffBenefit and https://www.suno.edu/page/holidays
• Benefit eligibility, enrollment, employee contributions, coverage, leave accrual, and retirement participation are governed by applicable plan documents, state law, University policy, appointment type, and employment eligibility.

EQUAL OPPORTUNITY EMPLOYER

Southern University at New Orleans (SUNO) is an Equal Opportunity Employer.

NON-DISCRIMINATION STATEMENT

In compliance with Title IX of the Education Amendments of 1972, Title VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws, Southern University at New Orleans (SUNO) forbids discriminating or harassing conduct that is based on an individual's race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability, sexual orientation, gender identity, gender expression, genetic information, veteran or military status, membership in Uniformed Services, and all other categories protected by applicable state and federal laws.

This commitment applies but is not limited to decisions made with respect to hiring and promotion, the administration of educational programs and policies, scholarship and loan programs, and athletic or other University-administered programs. Discriminatory acts of any kind are strictly forbidden.

AMERICANS WITH DISABILITIES ACT STATEMENT

Southern University at New Orleans (SUNO) complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources.