Administrative Coordinator

Administrative Coordinator

Job no: 531957

Work type: Classified Staff

Location: Eugene, OR

Categories: Administrative/Office Support

Department: Financial and Administrative Shared Services
Classification: Office Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $16.19 - $23.69 per hour
FTE: 1.0

Review of Applications Begins

Position closes June 22, 2023

Special Instructions to Applicants

To be considered for this position, submit a complete application that includes an online application, resume, and cover letter addressing how you meet the minimum and preferred qualifications.

Department Summary

The Finance and Administration Shared Services Department (FASS) is located within the Finance and Administration portfolio. Finance and Administration is a vibrant and varied portfolio serving all aspects of campus life. Finance and Administration employees perform a wide range of functions including offering essential support to the Universities many departments, providing key resources to employees, and keeping campus safe. FASS provides department level administrative services to groups across the University in three areas: Business Operations, Human Resources and Information Technology.

The mission of the Finance and Administration Shared Service team is to provide professional and timely service, offering our expertise in a wide variety of functions. FASS is committed to providing superior customer service and creating partnerships with clients to ensure their needs are fulfilled to the highest standard.

The FASS unit provides administrative services for 20+ departments across several portfolios including:

• Campus Planning and Facilities Management
  
• Safety and Risk Services
  
• Campus Services
  
• University Human Resources
  
• Information Services
  
• Purchasing and Contracting Services
  
• The Office of General Counsel
  
• The Office of the President
  
  The units supported by FASS constitute multiple large business enterprises consisting of more than 1000 employees and a total operating budget in excess of $120 million.
  
  Position Summary
  
  The Administrative Coordinator provides office, reception and scheduling support to the office of Finance and Administration Shared Services (FASS). They work from the Department reception area along with the FASS service team, to ensure the various tasks of running a 50+ employee department are completed.
  
  The Administrative coordinator is an integral part of the onboarding and offboarding service delivery team. They provide crucial communication and task tracking support for FASS and FASS clients. The incumbent is FASS' point person who serves as the communication and resource hub for many new employees to the university. They ensure the onboarding tasks undertaken by FASS or other University departments are completed, and new employees have a positive and welcoming onboarding experience to the University of Oregon. The Administrative Coordinator also coordinates employee offboarding, ensuring timely processing of separations and that access to university resources is managed appropriately for outgoing employees. The Administrative Coordinator works closely with FASS Human Resources and FASS-supported department administrative personnel, management and supervisors. The ability to communicate effectively with a diverse group of individuals at various levels in the organization is an essential component of this role.
  
  The Administrative Coordinator provides reception duties for FASS, which involves directing students, faculty, staff and visitors to other departments that share a building with FASS. Other responsibilities include, but are not limited to: ordering office supplies, sorting mail, serving as the office space and move coordinator, and providing logistic support for department events. The Administrative coordinator works closely with the FASS service team and department management to ensure department operations are running smoothly.
  
  Interactions and contacts occur daily with the campus community in the course of performing work and responding to emergencies. The incumbent can expect a varied and engaging workday as a result.
  
  Minimum Requirements
  
  
• Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR
  
• An Associate's degree in Office Occupations or Office Technology; OR
  
• Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
  
  College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
  
  Professional Competencies
  
  
• Ability to independently perform multiple tasks with accuracy and efficiency with a high attention to
  detail.
  
• Ability to prioritize assignments and needs.
  
• Ability to communicate effectively in writing, which includes editing documents and providing feedback when necessary.
  
• Ability to maintain a courteous, professional demeanor in dealing with a highly diverse group of individuals.
  
• Understand and reflect the values of a respectful workplace and model a positive and proactive attitude.
  
• Ability to work effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
  
• Maintain a safe and safety-conscious workplace.
  
• Provide superior customer service.
  
• Excellent organizational and time-management skills.
  
  Preferred Qualifications
  
  
• Proficiency utilizing Microsoft office suite products beyond basic editing functions
  
• Experience performing administrative duties in a business environment
  
• Professional experience in a higher education environment
  
• Demonstrated ability to perform excellent customer service and communication
  
  FLSA Exempt: No
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
  
  The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
  
  The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
  
  UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
  
  In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
  
  
  
  To apply, visit https://careers.uoregon.edu/en-us/job/531957/administrative-coordinator
  
  
  
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