Office Coordinator - Salem State University in Salem Massachusetts

Unfortunately, this job is expired as of 10/28/2014.

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Salem State University

Salem, Massachusetts 01970

United States

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Detailed Job Description

This individual serves as a confidential aide to the President and a representative to a wide variety of internal and external constituencies.  The position is comprised of a broad range of responsibilities including negotiating and maintaining the president’s schedule, assisting with administration of the Board of Trustees, overseeing the president’s divisional budget, event planning, managing routine communication and customer service.  The office coordinator also supervises student workers assigned to the President’s Office.

Job Requirements

  1. Manages presidential calendar requests; develops and maintains the President’s complex schedule, evaluates the calendar and related matters weekly with the President, and provides daily updates of planned activities, including supporting material for events/meetings
  2. Supports the members of the Board of Trustees as needed; assists the Secretary to the Board of Trustees with board operations; maintains Board of Trustees web page; assists with Board-related functions; prepares meeting minutes and reports as required; serves as official signatory for Board documents in the absence of the Secretary
  3. Utilizes electronic systems to track and manage funds for the President’s Office division; oversees the maintenance of electronic records for the President’s Office expenditures from the Operating Budget, and other divisional budgets.  Utilizes university-wide financial mechanisms (e.g.: payment vouchers, reimbursement requests, purchase orders, travel forms) to manage expenditures
  4. Assists the Assistant to the President in preparing the President’s Office Operating Budget by researching and providing statistical data
  5. Assists in the planning and execution of institutional, External Affairs- and President’s Office-sponsored events including components of Opening Day and Commencement
  6. Evaluates requests for assistance; collaborates with departments throughout the university to address matters of concern for individuals including students, parents, staff and faculty, members of the community, alumni and trustees
  7. Drafts routine correspondence when required
  8. Coordinates the President’s response to grievance filings; prepares all confidential grievance and contractual matter correspondence; maintains the President’s Office grievance files; distributes grievance materials as appropriate
  9. Organizes travel and accommodation requirements; prepares itineraries, negotiates hotel and plane reservations, and reconciles travel vouchers with expenditures for the President and others who accompany the President on university business
  10. Recruits and supervises student workers assigned to the President’s Office; assigns work; provides training in procedures and other job responsibilities
  11. Performs other duties as assigned by the President and the Assistant to the President
  12. Serves as a role model and mentor for students as appropriate
  13. Demonstrates sensitivity to students, faculty and staff of varying racial, ethnic, religious, gender, cultural, disability, sexual orientation and socioeconomic backgrounds and to students with a diversity of learning styles

 Required Qualifications:

  1. Bachelor’s degree in business administration, or closely related field
  2. Superior proficiency in the following applications: MS Word, MS Excel, MS Power Point, and MS Outlook or other equivalent e-mail systems
  3. Ability to utilize technology and other available resources to strengthen office processes and procedures
  4. Must demonstrate judgment and possess utmost ability for discretion and confidentiality
  5. Ability to communicate effectively in both oral and written communication
  6. Ability to research, retrieve and analyze data in support of making recommendations
  7. Ability to prepare reports and maintain accurate and confidential records
  8. Ability to supervise and train students assigned to the area, including plan workflow and assigning tasks according to the nature of the assignment to be accomplished

EEO Statement:

Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.  

Apply Here:

Keyword Phrases

  • Coordinator
  • Administrative
  • Office Coordinator
Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: 0-1 years
Level of Job: Other
Salary: Commensurate with Experience
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Best if Apply By 3/1/2015