The Office Coordinator will be responsible for office administration and support for both units. The incumbent will work under the guidance of the EPS Financial Analyst and will report to the EPS/BSL Department Manager. The Office Coordinator is expected to work independently to perform job duties and identify problems, gather and analyze data and information, propose and implement solutions and receives work assignments and direction from supervisor.
Office Operations and Reception (45%) Serve as Department Receptionist for EPS & BSL providing high-quality, responsive, day-to-day office support for the departments Manage outgoing and incoming mail and shipments (USPS, FedEx, UPS) Coordinate services for visitors including visitor parking passes Acts as key controller for EPS in coordination with BSL Manage equipment including inventory and log records, service and repair orders, and warranties for copy machines, printers and AV equipment Coordinate facility service orders with other campus units Schedule conference rooms and AV equipment for classes, seminars and meetings Maintain office supply inventory Manage department vehicle rentals program and related recharges Financial Services and Administrative Support (45%) Reconcile ledgers and prepares SAS-115 documents for each fund managed as required by campus audit standards. Create detailed journals for vehicle usage, FedEx, parking passes, postal usage. Review recharge statements, prepare journals for recharge unit billing, and track outstanding invoices. Complete deposits to CADS (gift administration) and CDS Arrange travel accommodations including air, hotel, car rental. Develop a log to track travel transactions. Collect and assemble travel documentations, obtain authorizations when needed, and send to on-site travel reimbursement office Act as departmental BearBuy expert. Collect and scan packing slips when deliveries arrive. Collect and scan invoices and other bills the department receives including receipts from student groups Assists in special projects and events when needed Communications (10%) Supports EPS Annual Report; collects articles, proofs content, and coordinates publication with faculty advises, coordinates printing and mailing of report Manage web content; collects, articles, proofs content, and enters new copy into department website and acts as web lead
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