Job Description

GENERAL STATEMENT

The Administrative Coordinator is responsible for performing a wide range of administrative and technical support to the Associate Executive Director while maintaining high levels of confidentiality and professionalism.

The position is responsible for managing operations, and communications including maintaining executive calendars and assisting with senior leadership calendars, as needed. Coordinating and facilitating a large volume of meetings with regard to commitment and priority level, developing and implementing processes and procedures, analyzing and making recommendations relative to special projects, budget, and planning support functions. This position manages the day-to-day administrative activities of the USU Administration Office and relieves the Associate Executive Director of routine administrative duties. In addition, the incumbent assists with the USU budget, the USU Board of Trustees, and is responsible for collaborating with ASI Government in preparing, distributing, and maintaining the records and minutes for the USU Board of Trustees and sub-committees.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Maintains effective and efficient administrative procedures for the Associate Executive Director’s office, and provides proactive notification of upcoming deadlines relating to the submission of reports, plans, committee agendas, appointments, and meetings
• Organizes office operations and procedures, filing systems, requisition of supplies, and other clerical services. Maximizes office productivity though proficient use of appropriate software applications. Researches and develops resources that create timely and efficient workflow.
• Handles confidential papers, documents, and personnel matters, checking details of documents and briefing the Associate Executive Director.
• Prepares, arranges, and coordinates meetings on behalf of the Executive Director, Associate Executive Director, and at times other senior leaders, and confirms accurate preparation and documents necessary for meetings.
• Serves as the recording secretary for the University Student Union Board of Trustees and all sub-committees of that body. Prepares and distributes agendas and back-up materials. Transcribes and reviews minutes to ensure accuracy for distribution to appropriate parties. Coordinates all board and subcommittee meeting needs.
• Monitors USU budget and reserve accounts. Maintains records for all fiscal transactions for the Administration section of the USU operating budget. Prepares monthly budget projections for all USU departments when assigned.
• Assists with the planning and coordination of professional development activities, staff retreats, and social functions. Arranges meetings, programs, conferences, by scheduling facilities, preparing materials, issuing information or invitations, coordinating speakers, and monitoring the assigned budgets.
• Plans and coordinates all full-time leadership staff and USU Board of Trustee professional development and travel arrangements and accommodations, develop travel portfolios and process per diem allowances, and cash advances.
• Acts as liaison with students and refer inquiries to the appropriate areas, provides leadership to ensure that administrative needs are being met in a collegial and professional manner and utilizes independent decision making and maintains observance of organization protocol and procedures as associated with the Associate Executive Director and Executive Director.
• Interacts with a variety of campus and community constituents, including students, faculty, and staff. Assists with the networking process to build campus relationships. Serves as primary contact and resource to the campus community, local agencies, vendors, and the surrounding community.
• Assists Associate Executive Director with corporate projects, events and initiatives as requested.

SUPERVISORY RESPONSIBILITIES

Directly supervises two (2) student assistants in the USU Administration office. Carries out supervisory responsibilities in accordance with Associated Students policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

MINIMUM QUALIFICATIONS

EDUCATION and/or EXPERIENCE

B.A. or equivalent; and 2 years administrative work experience; or four years of progressively responsible work experience in technical office management; or equivalent combination of education and experience

OTHER QUALIFICATIONS

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASI. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for the position.

MANDATED REPORTER

This position has been identified as a mandated reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a mandated reporter.

VACCINATION REQUIREMENT

THE CSU REQUIRES FACULTY, STAFF, AND STUDENTS WHO ARE ACCESSING CAMPUS FACILITIES TO BE IMMUNIZED AGAINST COVID-19 OR DECLARE A MEDICAL OR RELIGIOUS EXEMPTION FROM DOING SO. CANDIDATES SHOULD BE PREPARED TO COMPLY WITH THIS REQUIREMENT AS A CONDITION OF EMPLOYMENT.