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Administrative Coordinator, Public Safety and Security

Purpose of the Job:

Reporting to the Director of Public Safety, the Administrative Coordinator performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control,  specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. He/she coordinates and facilitates meetings, program functions, and/or special events, as appropriate. The Administrative Coordinator may also handle specified administrative activities and reporting over other individuals within the department.

Major Responsibilites

  • Oversees and/or performs a range of diverse administrative activities for the department; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
  • Receives & screens visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, and procedures.
  • Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit administrative correspondence and documentation.
  • Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
  • Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
  • Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, travel, and/or purchasing.
  • Prepares correspondence, reports, forms, vouchers, work orders, and specialized documents related to meeting minutes, etc., proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
  • Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Interprets policies and procedures and monitors daily operations.
  • Performs project research & report preparation related to activities of the unit; may process a variety of and periodic and narrative, accounting, database & statistical reports.
  • Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
  • May lead and guide the work of lower level staff, and supervise student employees as appropriate; may participate in hiring decisions and performance appraisal.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • May supervise staff, including determining workloads & schedules, evaluating staff performance; provide training & assists with coaching and development of staff.
  • Performs other miscellaneous job-related duties as assigned.

Education and Experience:

  • Equivalent to completion of 2 years of college level coursework in business or a field related to work
  • 3 years of administrative, supervisory or lead eye in the area of assignment
  • Or an equivalent combination of education and experience sufficient to successfully perform the essential duties as listed above.

Knowledge, Skills and Abilities Required:

  • Codes, policies, regulations and procedures related to department
  • Business math and statistical techniques
  • Basic supervisory principles and practices.
  • Skilled in organizing resources and establishing priorities.
  • Ability to communicate effectively, both verbally and in writing, with internal and external constituents, including community, legislative, and school district partners. 
  • Demonstrated ability to maintain confidentiality.
  • Ability to compose and edit written materials.
  • Skilled in the use of personal computers, Microsoft office applications, web page development and maintenance, and social media.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to analyze and solve problems.
  • Ability to compile data and prepare reports.
  • Knowledge of computerized information systems used in financial and/or accounting applications. Knowledge of general accounting principles.
  • Records maintenance skills.
  • Database management skills.
  • Must be able to pass a typing test at a minimum of 40 words per minute.
  • Financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications
  • Frequently organizing resources and participating in planning in areas of complex projects, operations and/or events for the department
  • Use independent judgment in problem-solving of complex operating issues

Application Instructions:

To apply for this position, email a cover letter/letter of interest and resume (in MS Word or PDF format) along with salary range/expectations to: employment@usciences.edu

Electronic submissions only

UScience is an Equal Opportunity/Affirmative Action Employer

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