Office Coordinator, Academic Support Services

Tyler Junior College; Tyler (TX); On-site; USD 21,000 - 28,000; Part time

Job summary

Tyler Junior College is seeking an Office Coordinator to oversee the Center for Academic Exams during evenings and weekends. The role includes supervising proctors, managing check-in/out at the CAE desk, and ensuring secure testing and confidentiality of records.

The position is part-time, up to 18 hours per week, with duties extending to faculty support and special projects as needed. Prior service desk or clerical experience is desirable, with a high school diploma required.

Qualifications

• Experience answering inquiries and directing students and staff.
• Familiarity with front-desk operations and registration processes.
• Ability to handle confidential information and records.

Responsibilities

• Oversee evening and weekend CAE operations and maintenance.
• Train and supervise proctors and student assistants.
• Manage check-in/check-out procedures at the CAE reception desk.
• Ensure test security and integrity of the testing process.
• Schedule and cancel student exam appointments.
• Provide faculty support for CAE procedures during evenings/weekends.
• Return completed exams to faculty and maintain secure records.
• Respond to emails about exam scheduling with accurate info.
• Close daily operations and perform weekend opening/closing duties.
• Provide admin support to the Director and Manager of Academic Support Services.
• Maintain confidentiality and accuracy of records and databases.

Skills

Service desk experience

Receptionist experience

Clerical skills

Education

High School Diploma

Associate’s Degree (preferred)

Job description

The Office Coordinator is responsible for overseeing the evening and weekend operations of the Center for Academic Exams (CAE). This position ensures the secure administration of academic examinations, supervises testing personnel, provides exceptional customer service to students and faculty, and maintains compliance with all testing and confidentiality requirements.

This is a part-time position and can work up to 18 hours per week.

• Oversee the successful evening and weekend operation and maintenance of the CAE;
• Train and supervise evening and weekend proctors and student assistants of the CAE;
• Manage evening and weekend check-in and check-out procedures for the Center for Academic Exams (CAE) at the reception desk;
• Ensure test security and maintain the integrity of the testing process;
• Schedule and cancel student exam appointments;
• Administer academic exams according to professor guidelines;
• Provide support for faculty regarding CAE procedures and operations during evenings and weekends;
• Return completed academic exams to faculty members as required;
• Monitor and respond in a friendly manner to emails sent [e-mail] with accurate information during evenings and weekends;
• Ensure proper secure storage at the end of each day of exams and related materials;
• Perform closing duties during weekdays and opening and closing duties during weekends;
• Provide administrative support to the Director and Manager of Academic Support Services;
• Maintain the integrity, accuracy, and security of confidential records and databases used in the daily operations of the CAE;
• Assist with special projects as assigned by the Director and/or Manager of Academic Support Services and complete other duties as assigned.
• Proctor as needed by the department

COMPETENCIES

Collaboration/Teamwork, Computer Software Skills, Customer Service, Decision-making, Internet Research, Interpersonal Skills, Leadership, Multi-tasking, Written Communication, Organizational Skills, Presentation /Public Speaking, Problem-solving, Time Management, Typing/Word Processing

SUPERVISORY RESPONSIBILITIES

Direct Supervision

Work Environment: Regular work required outside of normal business hours

Physical Demands: Sitting, walking, standing, lifting, repetitive typing

Travel Required: No

If travel is required, the candidate must have and maintain a current, valid Texas driver’s license and an acceptable driving record.

Required Education

• High School Diploma

Required Experience

• Service desk or receptionist experience
• Clerical experience

Preferred Education

• Associate’s Degree in a related field

EXPECTATIONS

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• Will have contact – in person, by email, or by phone – with staff, students, and the general public.
• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Regular and punctual attendance is an essential function of each employee.

NOTE: With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands.