Overview
Job Summary
Reporting
to the Executive Assistant
and working closely with the VP and AVP, and the
advancement team, the program coordinator
will perform a wide range of clerical, secretarial, and general office duties
including those of a confidential nature. The program coordinator
will respond to inquiries displaying a comprehensive knowledge of the
department’s activities, and the universities’ policies and programs. The program
coordinator will assist with the prioritization of office activities, compose
correspondence, manage calendars and perform general
word processing, spreadsheet and data entry duties.
Serve as a source of information to the department staff on policies, procedures and office activities, and provide basic information. Respond to general inquiries, resolve routin problems, and consult with supervisor or others, as needed, on more complex issues.
Compose routine correspondence for supervisor’s review and approval. Proofread documents for accuracy and completeness. Perform other general word processing and data entry duties. Create and update spreadsheets as well as the department database.
Schedule appointments, maintain individual and/or department calendar, and make the arrangements for meetings (including room booking, catering requests, room setup and note taking during designated meetings) and travel to and from the University (including transportation requests and working with the travel agency).
Monitor activity and maintain data on spreadsheets and the department database. Review expenses and invoices for accuracy, investigate discrepancies, and report results to supervisor Welcome visitors and help or direct them to the appropriate person or office.
Update department database. When needed assist to design and produce materials for the department.
Maintain inventory of general office supplies.
Perform other clerical duties: photocopy and fax materials, process forms, maintain office files and records, pick up/deliver mail and materials, etc.
Assist with the prioritization of office activities and delegate to and monitor work of student and/or casual employees when needed.
The qualifications
listed below must support the essential functions and serve as the primary
criteria for selecting candidates.
Minimum Education Required, Certifications, Licensing or Training
Bachelor’s Degree or equivalent.
Minimum Work and Related Experience Required
2 years of office experience, preferably in an academic organization
Minimum Competencies Required: (Skills, knowledge, and abilities.)
Proficiency with word processing, spreadsheet, and database applications
Preferred Competencies: (Skills, knowledge, and abilities.)
Fluency with MS Office (Power Point,
Excel, Word, etc.). Fluency with
Google Apps (Gmail, Calendar, Google Drive).
Excellent verbal and written skills.
Team player and works well under pressure and deadlines.
Experience and comfort working within a cross-cultural environment.