Job Summary: The Coordinator Office Services is responsible for supporting Provost suite office operations by coordinating administrative affairs and programs for the Office of the Provost. This position provides direct administrative support for the Associate Provost Undergraduate Affairs, Associate Provost Planning and Budgeting, Director of the Core Curriculum, Provost’s DEI Faculty Fellow, and the Quality Enhancement Plan; as well as the Executive Assistant to the Provost as needed. Duties & Essential Job Functions: 1. Manages office services by controlling correspondence/mail; maintaining filing systems; processing invoices; and planning office moves, layouts, and equipment procurement.
2. Supports projects by assisting office with policies and procedures, identifying and resolving issues;
3. Ensures operation of facilities by scheduling repairs and maintenance.
4. Maintains office supply inventory by checking stock to determine inventory level; placing supply orders, and verifying receipt of supplies.
5. Serves as the receptionist for the office and manages public relations by answering telephone calls; and inquiries.
6. Acts as the point of contact for the Provost Office Suite by guiding internal and external constituents on unit policies and procedures.
7. Coordinates multiple internal and external events.
8. Maintains staff confidence and private information, and protects operations by keeping information confidential.
9. Supports department programs by coordinating activities; communicating with vendors; resolving problems;
10. Maintains conference room reservations and schedules, and provides information and assistance for department functions.
11. Assists the Executive Assistant in managing the Student Assistant work and schedules, and coordinates coverage of Provost Suite reception by student workers.
12. Coordinates and manages events for Provost Scholars.
13. Provides ongoing administrative support for the Associate Provost Undergraduate Affairs, Associate Provost Planning and Budgeting, Director of the Core Curriculum, and Provost’s DEI Faculty Fellow.
14. Provides administrative support to the Quality Enhancement Plan (QEP)
15. Provides support to Executive Assistant as needed.
16. Performs other related duties as assigned. Required Education & Experience: • Associate degree and 3 plus years of experience in general office management and administrative support, including supervisory experience.
OR
• High School Diploma and 5 plus years of experience, in general office management and administrative support including supervisory experience. Preferred Education & Experience: • Bachelor’s degree.
• Experience with Concur, Jaggaer, and other TCU University software programs. Required Licensure/Certification/Specialized Training: • None Preferred Licensure, Certification, and/or Specialized Training: • None Knowledge, Skills & Abilities: • Knowledge of basic accounting processes.
• Knowledge of specific job-related programs.
• Knowledge of customer service techniques.
• Knowledge of department specific computer software.
• Knowledge of Microsoft Windows navigations.
• Skill in some or all components of Microsoft Office.
• Skill in keyboarding techniques.
• Skill in record keeping techniques.
• Ability to clearly communicate information.
• Ability to draft grammatically correct correspondence.
• Ability to manage multiple projects and meet deadlines.
• Ability to assume administrative tasks and make independent decisions regarding daily activities.
• Ability to train and lead staff.
• Ability to type notes during meetings and generate minutes within a short period of time. TCU Core Competencies: University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system. Physical Requirements (With or Without Accommodations): • Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs. Work Environment: • Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate. AA/EEO Statement: As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law. |
