P/T Office Operations Coordinator

Ocean County College; Toms River (NJ); On-site; USD 25,000 - 39,000; Part time

Job summary

Ocean County College in New Jersey is seeking an Office Coordinator to provide administrative support to Student Services and designated administrators. The role serves as a primary contact for students, employees, and the public seeking information about programs and services.

The position handles confidential records, coordinates calendars and meeting logistics, prepares routine communications, processes purchases and invoices, and supports the Executive Director of Student Services.

Qualifications

• Associate's Degree.
• 3+ years admin/office experience managing multiple priorities and confidential info.
• Proficiency with MS Office and database systems; ability to learn new tech.
• Experience coordinating meetings, calendars, administrative processes, and/or financial documentation, with strong organizational skills and attention to detail.
• Strong communication, discretion, and positive student/employee relations.

Responsibilities

• Serves as primary contact for students, employees, and the public seeking information regarding Student Services programs and services; responds to routine inquiries and appropriately refers complex, sensitive, or non-routine matters to the appropriate personnel.
• Maintains confidential records and tracking systems and prepares routine communications and documents; coordinates scheduling and administrative logistics.
• Coordinates calendars, appointments, meetings, and routine event logistics for the Executive Director of Student Services.
• Maintains the Formal Student Complaint Tracker and other designated administrative tracking systems; monitors deadlines and notifies appropriate personnel of outstanding requirements.
• Provides administrative support for Tuition Refund Appeals and other processes by preparing agendas and materials; maintains records and coordinates routine communications.
• Processes purchase orders, invoices, and other financial documentation and maintains appropriate records.

Skills

Communication skills

Organizational skills

Discretion and confidentiality

Verbal and written communication

Education

Associate's Degree

Tools

Microsoft Office Suite

Colleague/Informer/Maxient databases

Job description

The Office Coordinator provides administrative and operational support for Student Services and designated administrators. The position serves as a primary point of contact for students, employees, and members of the public seeking information about Student Services programs and services, provides routine information and assistance, and appropriately refers complex, sensitive, or non-routine matters to the appropriate personnel.

The Office Coordinator coordinates designated administrative processes and workflows, maintains confidential records and tracking systems, prepares routine communications and documents, coordinates scheduling and administrative logistics, and supports the efficient operation of Student Services. The position ensures administrative tasks, documentation, and routine processes are completed accurately, timely, and in accordance with established procedures.

Classification: Non-Affiliated Hourly

Staff Duration: Part Time 12 months

1. Serves as a primary point of contact for students, employees, and members of the public seeking information regarding Student Services programs and services; responds to routine inquiries and appropriately refers complex, sensitive, or non-routine matters to the appropriate personnel.
2. Provides administrative support for designated Student Services processes by maintaining records and tracking systems, monitoring routine deadlines, organizing documentation, preparing standard correspondence, and ensuring information is appropriately routed.
3. Maintains the Formal Student Complaint Tracker and other designated administrative tracking systems in accordance with established procedures; monitors routine deadlines and notifies appropriate personnel of outstanding requirements or approaching deadlines.
4. Provides administrative support for the Tuition Refund Appeals Committee and other designated Student Services processes by preparing agendas and meeting materials, maintaining administrative records, organizing documentation, and coordinating routine communications in accordance with established procedures.
5. Assigns and tracks required Academic Integrity workshops in accordance with established procedures; communicates routine requirements and deadlines to students and maintains accurate registration and completion records.
6. Provides routine administrative support using Maxient and other designated College systems, including data entry, information tracking, record maintenance, and preparation of standard reports; refers substantive system, case, or policy questions to the appropriate personnel.
7. Coordinates calendars, appointments, meetings, and routine event logistics for the Executive Director of Student Services.
8. Creates, prepares, formats, proofreads, and distributes departmental documents, correspondence, forms, and other materials; assists with updates to designated Student Services webpages, handbook sections, and related publications.
9. Coordinates routine departmental administrative operations, including correspondence, mailings, print orders, supplies, and other assigned office functions.
10. Processes purchase orders, invoices, and other assigned financial or administrative documentation and maintains appropriate records in accordance with College procedures.
11. Maintains a high level of confidentiality and appropriately safeguards sensitive student, employee, and institutional information and records.
12. Performs other related duties and special projects as assigned.

1. Associate's Degree.
2. Three years of progressively responsible department, office operations, administrative support, or client service experience involving the management of multiple priorities, confidential information, records, and inquiries.
3. Demonstrated proficiency with Microsoft Office Suite and database or information management systems, with the ability to learn and effectively utilize evolving College technologies.
4. Demonstrated experience coordinating meetings, calendars, administrative processes, and/or financial documentation, with strong organizational skills and attention to detail.
5. Demonstrated ability to establish positive and productive relationships with students, employees, and members of the public, with excellent verbal and written communication skills and the ability to exercise appropriate discretion when handling confidential information.

1. Prior administrative or office operations experience in higher education, student affairs, or a related educational environment.
2. Experience working with student information, case management, or database systems such as Colleague, Informer, Maxient, or similar systems.
3. Experience coordinating confidential administrative processes, records, tracking, or reporting within a complex organization.