Office Coordinator
Position Overview
The Enrollment Management division is a key player in attracting and retaining qualified students and has a profound effect on the institution’s success. The functional units within our division include the Office of Undergraduate Admissions (domestic and international), Financial Aid & Scholarships, Student Lifecycle Technology, Office of Graduate Admissions, Office of the University Registrar, Enrollment Marketing, and Communications. The Enrollment Management Shared Services Center (EM SSC) provides front-line services to students on behalf of these units within EM, facilitates critical back-office processing, and provides overall project management support and office support for the organization.
The Office Coordinator for Enrollment Management provides assistance with general office operations and reports to the Executive Assistant. This position serves as a critical role in the operations of Enrollment Management and is an individual who is visible throughout the unit. This role requires an organized individual capable of handling administrative and operational tasks, including staff support, supply ordering, managing facility requests, oversite of room calendars, assists with onboarding and staff events. The customers of this position are the staff of Enrollment Management and other campus constituents. The primary objective of this position is to streamline the work environment and provide support for the constituents to enable their focus on recruitment, retention, and graduation.
The Office Coordinator for Enrollment Management provides assistance with general office operations and reports to the Executive Assistant. This position serves as a critical role in the operations of Enrollment Management and is an individual who is visible throughout the unit. This role requires an organized individual capable of handling administrative and operational tasks, including staff support, supply ordering, managing facility requests, oversite of room calendars, assists with onboarding and staff events. The customers of this position are the staff of Enrollment Management and other campus constituents. The primary objective of this position is to streamline the work environment and provide support for the constituents to enable their focus on recruitment, retention, and graduation.
Job Description
50% Office Management
- Serves as the functional office coordinator for the areas under the purview of the Vice Provost- Enrollment Management.
- Serves as contact for Facilities Services and associated facilities projects.
- Serves as primary supply order personnel and manages inventory within EM as directed. Maintains reports and documentation to support this function as needed.
- Coordinates the mailing area and all shared spaces as needed.
- Manages phone lists and group distribution lists for all areas in EM.
- Updates unit organizational charts as needed and directed.
- Maintains accurate records and files.
- Assists Enrollment Management with documentation of business processes.
- Communicates departmental updates by creating, editing and dispersing mass EM emails.
40% Staff Support
- Manages departmental room calendars and serves as backup to executive assistant in assisting with Leadership staff calendars.
- Assists with staff onboarding, including preparing workspaces and ensuring new hires have the necessary resources needed.
- Provides ongoing support to staff, addressing any administrative needs that arise.
- Acts as a liaison between staff and IT support for basic troubleshooting of office equipment.
- Assists with staff searches for EM Units as needed.
- Assists in developing and executing EM social events.
- Monitors ticketing queue/departmental email account for administrative requests.
- Assists in managing access for new hires and exiting protocols for all EM staff.
- Assists with employee travel requests, submitting purchase order requests, and submitting invoices with proper documentation through the Finance Shared Services Center.
10% Other Duties and Projects as Directed by the Executive Assistant
Required Qualifications
- High school diploma or GED equivalency.
- One year of office experience.
- Excellent written communication skills as evidenced by application material.
Preferred Qualifications
- One year experience in data entry, with demonstrated experience performing with high levels of accuracy and maintaining confidentiality of records.
- One year experience with Microsoft Office Software, particularly, Outlook, Word, and Excel.
- Excellent organizational skills, and experience with multi-tasking.
- Strong interpersonal skills.
- Demonstrated ability to be highly self-directed and detail oriented.
- Experience with event planning.
- Experience in documenting processes.
Additional Candidate Instructions
A complete application includes:
#LI-HR1
- Cover letter
- A resume/CV
- Contact information for three professional references
#LI-HR1
Contact Information to Applicants
Tina Keeton
785-864-1903
tina.keeton@ku.edu
785-864-1903
tina.keeton@ku.edu
Advertised Salary Range
$17.20 - $19.00 per hour; depending on experience
Work Schedule
Part-Time/25hrs
Application Review Begins
Monday September 23, 2024
Anticipated Start Date
Monday October 14, 2024