BREDS Office Coordinator

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  KENTUCKY STATE UNIVERSITY JOB DESCRIPTION___
  
  PLEASE DO NOT ALTER FORM
  
  TITLE: BREDS Office Coordinator
  
  DEPARTMENT: B.R.E.D.S. Office for Enrollment and Scholarships
  
  REPORTS TO: Director of BREDS Office for Enrollment and Scholarships
  
  EFFECTIVE DATE: TBD
  
  EMPLOYMENT STATUS: Full-time
  
  EMPLOYMENT CLASSIFICATION: Non-Exempt
  
  PRINCIPAL PURPOSE OF JOB:
  
  Assist the Director of the BREDS Office for Enrollment and Scholarships with the daily operations of the BREDS Office for Enrollment and Scholarships. Provide support to director, other employees, and office visitors by handling a variety of tasks in order to ensure that all interactions between the BREDS Office and other are positive and productive.
  
  SCOPE OF RESPONSIBILITY:
  
  Provide administrative support to ensure efficient operation of the office. Responsible for confidential and time sensitive materials. Designs, establishes, and oversees the integrated logistical and administrative support needs of multiple, complex, and widely distributed educational events, conferences, and/or other evens. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts.
  
  ESSENTIAL JOB FUNCTIONS:
  

• Manage tour scheduling, confirmation, and calendar
  
  
• Manage admissions email account
  
  
• Handling office tasks, such as filling, generating reports, setting up for meetings, and ordering supplies
  
  

• Providing real-time scheduling support by booking appointments and preventing conflicts
  
  
• Make travel arrangements, such as booking flights, cars, and making hotel reservations.
  
  
• Screen and route phone calls to the appropriate party
  
  
• Greet and assist visitors
  
  
• Maintain polite and professional communication via phone, e-mail, and mail.
  
  

• Anticipate the needs of others to ensure a seamless and positive experience
  
  
• Amex Reconciliations
  
  
• Document Management/Retention
  
  
• Download electronic forms of transcripts
  
  
• Sort and distribute incoming mail
  
  

• Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations.
  
  
• Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events.
  
  
• Supervise Graduate Assistants and Work Study Students
  
  

OTHER DUTIES: Perform other duties as assigned.

QUALIFICATIONS:

• A minimum of a High School Diploma
  
  
• At least 2 years related work experience, an equivalent combination of education and work experience may be considered.
  
  

• Attention to detail
  
  
• Must have the ability to work flexible hours during peak times.
  
  

KNOWLEDGE, SKILLS, and ABILITIES:

• Must possess excellent customer service, written and oral communication, organizational and interpersonal skills.
  
  

• Ability to coordinate multiple responsibilities simultaneously and efficiently while meeting required deadlines.
  
  
• Proficient knowledge of Microsoft office programs, customer management systems, and campus management systems.
  
  
• Knowledge of all corporate, state, and federal regulations and policies applicable to the position.
  
  
• Ability to function efficiently in a stressful work environment.
  
  
• Must be able to sit and stand for extended periods of time.
  
  

• Must be able to hear and speak well enough to communicate with students, parents, and staff face-to-face and via the telephone contact.
  
  

SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibility.

PHYSICAL REQUIREMENTS:

• Work is normally performed in a typical interior/office work environment while travel is required
  
  
• No or very limited physical effort is required.
  
  
• No or very limited exposure to physical risk.
  
  

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.