Office Coordinator - CAPS

University of California; West Hartford (CT); On-site; USD 24,000 - 28,000; Full time

Job summary

University is seeking an administrative support professional to assist in the efficient functioning of departmental programs and office operations in West Hartford, CT.

The role supports the department's mission and interacts with students, faculty, and staff. Responsibilities include triaging inquiries, coordinating meetings, handling budget-related tasks in Banner, and maintaining procedures and records in a fast-paced university office.

Qualifications

• High School Diploma or GED required.
• Ability to work effectively with diverse groups.

Responsibilities

• Establishes, cultivates and maintains effective working relationships with internal and external constituents.
• Provides customer service to visitors and triages calls and correspondence to address requests.
• Coordinates logistics for department meetings and events; prepares agendas and materials.
• Uses Banner to track budget expenses, process requisitions and payments, and maintain financial records.
• Maintains departmental procedures, files and computer systems; manages mail and supplies within budget.
• Performs other related duties as assigned.

Education

High School Diploma or GED

Job description

Assumes responsibility for providing administrative support and coordinating activities to assist in the efficient and effective functioning of departmental programs and office operations. Performs all duties in full support of the University's mission, understanding that the positive and effective execution of these duties are instrumental to the education of the University's students.

Hiring Range

Hiring Range $17.31 to $20.00 per hour

Key Responsibilities

Key Responsibilities

• Establishes, cultivates and maintains effective working relationships with internal and external constituents including, but not limited to, students, parents, faculty, staff and the general public. Provides quality customer service to all visitors to the department. Triages incoming calls, communications and correspondence in an effort to ensure requests, questions and/or concerns are addressed in a timely manner. Takes initiative to answer questions and/or resolve issues of a general or routine nature. Forwards questions or issues to the proper parties for resolution as necessary and/or appropriate.
• Coordinates logistics associated with department meetings, events and/or activities including, but not limited to, scheduling venues, inviting attendees and/or preparing agendas or materials. Ensures post-event follow up actions are taken as necessary and/or appropriate. Provides administrative support for key events.
• Utilizes Banner, the University's database of record, to track budget expenses, perform personnel transactions, process requisitions and payments as well as research information. Maintains financial and budgetary records for the department in compliance with established institutional data integrity standards as well as other related University policies and procedures. Reviews and verifies all appropriate backup documentation is complete in an effort to facilitate timely workflow. Prepares a variety of budget analyses and reports for review.
• Establishes, maintains and continually strives to improve departmental procedures, files and computer systems to support effective operations and/or realize efficiencies. Opens, sorts and distributes departmental mail. Maintains departmental office supplies, equipment and/or inventories, reordering as necessary and/or appropriate within established budgetary constraints.
• Performs other related duties as assigned.

Posting Number

Posting Number PS1214P

Working Conditions

Normal office situation.

Education

High School Diploma or GED required.

Physical Effort

Typically sitting at a desk or table. Light lifting or carrying 25 lbs. or less

Special Skills

The ability to work effectively with diverse groups.

Required fields are indicated with an asterisk (*).

• What is the highest level of education attained?
  • GED
  • High School Diploma
  • Technical School, Certification or Apprenticeship
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • Knowledge of a highly advanced professional discipline. (e.g., Ph.D, M.D., J.D., or equivalent doctoral degree required.)
• How did you hear about this employment opportunity?
  • Public Job Posting
  • Internal Job Posting
  • Agency Referral
  • Advertisement/Publication
  • Personal Referral
  • Website
  • Other

Documents Needed to Apply

Required DocumentsOptional Documents

• Resume
• Cover Letter
• Letter of Recommendation - Staff
• Statement on Inclusive Excellence and Belonging

200 Bloomfield Avenue
West Hartford, CT 06117