Administrative Assistant Building Coordinator

SUMMARY

The Coordinator for the Office of Student Life works closely with the Office for Student Affairs and under the direction of the Director of Student Engagement. The Coordinator works independently in performing detailed administrative duties and skilled coordination tasks to support Student Life programs, communications, reservations, and day-to-day operations. The Coordinator will work daily with individual students to resolve problems, provide needed information, explain University policies and procedures, and route students to appropriate offices for assistance. The Coordinator supports the Director of Student Engagement with programming and engagement by ensuring operational continuity, accurate documentation, and professional staff coverage for key Student Life events and involvement activities.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES:

Major responsibilities include but are not limited to:

• Providing professional administrative, clerical, and reception support, including scheduling and coordinating meetings; initiating improvements in the systems of the Office for Student Life; maintaining records; completing professional and student travel; and overseeing filing systems.
• Managing multiple calendars (Director of Student Engagement calendar support as assigned, Student Life master calendar, Student Union, and general location reservations calendars, etc.) to prevent conflicts and ensure deadlines and event timelines are met.
• Generating requisitions, tracking, and keeping records for the accounts administered by the Office for Student Life; organizing purchase documentation; and assisting with reconciliation and budget summaries for review by the Director of Student Engagement.
• Preparing correspondence, both internal and external; preparing and proofreading important documents, forms, and communications with strong attention to detail, accuracy, and professionalism.
• Responsible for the booking, set ups and day-to-day use of the Student Union with the support of the OSL student works and Director of Student Engagement. This includes generating work orders and managing bookings with appropriate personnel and resources.
• Coordinating reservations for other campus locations (as applicable) in support of Student Life programs, student organizations, and major University-wide events, including confirmation of space needs, communication with stakeholders, and coordination of set-ups and work orders.
• Supporting operational execution of special University-wide events such as Homecoming, Big Blue Experience, Camp SE: New Student Orientation, and similar induction and involvement activities.
• Working flexible hours as needed (morning/afternoon/evening) to provide professional staff representation at events and involvement activities. The Director of Student Engagement and student workers assist with coverage; however, the Coordinator shares responsibility for professional coverage as assigned.
• Answering and directing phone calls and questions including crisis situations dealing with individual students, parents, staff, faculty, facilities, and life safety issues; documenting and routing issues appropriately according to University procedures.
• Responsible for processing sensitive and confidential information. Must have a working knowledge and understanding of FERPA, workplace laws, the Student Handbook and the Academic Policies and Procedures Manual and be able to apply those laws in the workplace.
• Creating and maintaining computer-based tracking systems to manage programming, maintenance, equipment, scheduling, and reservations for the Student Union and other utilized locations.
• Supporting Student Life internal marketing and communication efforts, including familiarity with Facebook, Instagram, and X (Twitter), and use of professional tools such as Microsoft Teams (coordination and scheduling), Dropbox (file storage/version control), and Canva (basic design for flyers/signage/social graphics) as assigned by the Director of Student Engagement.
• Maintaining supplies, forms, and inventories for activities and events (including check-out logs, storage organization, and periodic inventory counts); coordinating ordering/restocking in alignment with approved budgets.
• Supporting documentation processes related to materials management for programs and events, including maintaining appropriate forms/logs and coordinating reporting or pickup documentation for special materials (including hazardous waste documentation when applicable and according to University/EHS process).
• Completing special assignments and projects including administrative reports and development of publications.
• Hiring, training and supervising student staff; providing day-to-day guidance and ensuring student staff are integrated into projects without replacing their roles.
• The Coordinator will cross-train with the secretary for the Office of Student Affairs and spend time working in both offices as needed to maintain continuity.
• Perform other duties as assigned.