Coordinator Administrative and Auxiliary Services

The Coordinator, Administrative and Auxiliary Services organizes, analyzes, reconciles, and oversees administrative/auxiliary functions and workflows.,

• Manages confidential and sensitive information. Evaluates, authorizes, and monitors budgetary, orders, contracts, payments, payroll, university business credit cards, and personnel documents utilizing departmental cost centers.
• Monitors financial cost centers for the department, including reconciliation of financial and payroll reports and evaluation of discrepancies, including corrections; Liaison between Auxiliary Partners and UHD departments regarding unpaid invoices
• Coordinates additional duties with other staff, including maintenance of equipment, contracts, Gator Cash, and website updates. Liaison with university departments involving various issues: payments, book adoptions, GTAP, graduation/ring ceremonies, system upgrades, refunds, and product donations
• Generates reports from various systems: PeopleSoft, auxiliary revenue system, credit card system, POS system, and auxiliary vendor reports. Maintains spreadsheets and contract compliance documentation for audits and CIR/CIP (Continuous Improvement Plan/Report)
• Coordinates office workflows and tasks. Serves as the point of contact for the office and as a liaison between administration, departments, faculty, staff, students, auxiliary service providers, and external constituents. Coordinates with other auxiliary staff to provide Mailroom Services support as needed
• Organizes meetings, university training, events, and interviews, including coordinating room/set-up, catering, parking, media services, tracking attendees and invitations; coordinates event materials, including dissemination; Responsible for property management and inventory (including food services) and Baseline standards, etc.

• Performs all other duties as assigned
• Performs tasks related to specific department/college

Direct Reports:

• None

Delegation of Work:

• N/A

Supervision Given:

• N/A

Required Education:

• Bachelor's degree

Required Experience:

• Minimum of one (1) year of related job experience

License/Certification:

• None required

• None

Knowledge:

• Knowledge of a variety of administrative tasks and procedures, and the related trends, issues, and accepted practices

Skills:

• Good technical skills, including proficiency in MS Office;
• Strong analytical and problem solving skills;
• Excellent interpersonal, communication, and organizational skills;
• Good critical thinking skills

Abilities:

• Ability to work independently and be highly motivated and a self
  • starter;
• Ability to prioritize and initiate tasks and projects;
• Ability to censor information;
• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community

Primary Work Location:

• Works in an office environment

Physical Demands:

• Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements;
• Individual has discretion in relation to walking, standing, etc., and has minimal exposure to physical risks

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Financial Management

• Manages assigned financial resources in compliance with federal, State, and university policies and procedures.
• Monitors expenditures to ensure they are authorized and within approved budget.
• Reports accurate and reliable data of financial transactions and resources.
• Promptly notifies management of budget issues and/or discrepancies.

Problem Solving

• Formulates plans and strategies to proactively resolve anticipated problems.
• Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
• Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Writing Proficiency

• Demonstrates the ability to express information clearly and concisely in writing.
• Formulates and writes information to effectively communicate messages, ideas, and/or concepts for the intended recipient or audience.
• Uses appropriate words and tone, and correct grammar.

Computer/Automated System Proficiency

• Proficient in the use of university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.