Coordinator, Office Operations

Posting Details

Position Information

Working Title
Coordinator, Office Operations

Department
EngageKY

Compensation Title
Coordinator, Office Operations

Position Number
30029225

Position Status
Grant, Contract

Work Schedule

M-F 8:15 – 4:30

Hours per Week
37.5

Months per Year
12

Commitment to Inclusive Excellence

Northern Kentucky University is an Equal Opportunity/Equal Access institution. We embrace inclusiveness, equity, and global awareness in all dimensions of our work and seek excellence through diversity among our students, administrators, faculty, and staff. Application by members of diverse groups is encouraged.

Purpose of Position

The office manager is responsible for ensuring the smooth operation of daily administrative tasks and logistical support within the organization. This role involves managing the executive director’s schedule and communications, organizing and maintaining the organization’s calendar, and overseeing the office environment and supplies. The office manager also provides support to the board of directors, advisory board, and staff, and manages the logistics of staff events, the hiring and onboarding processes, and serves as liaison to facilities management. The office manager supervises and supports the administrative specialist and related activities related to travel and purchasing supplies.

The office manager plays a critical role in ensuring the effective and efficient operation of the organization. This position requires a proactive approach, strong organizational skills, and the ability to handle multiple tasks and priorities simultaneously. The ideal candidate will be a reliable and resourceful individual committed to supporting the organization’s values, mission, and goals.

Primary Responsibilities

Organizational and Office Management
Maintain and manage the organization’s calendar, coordinating key dates and events to ensure all staff are aware of important deadlines and events. Oversee the physical office space, including managing equipment, keys, and supplies, and making arrangements for gear and supplies needed by staff, programs, and program participants.

Executive Director and Board Support
Manage the calendar, appointments, correspondence, files, and communication for the executive director. Ensure timely and effective communication between the executive director, staff, and stakeholders. Staff the board and advisory board meetings, setting up the meetings, preparing materials, taking minutes and ensuring timely communications with the board members.

Event and Hiring Logistics
Collaborate with the training manager and coordinator and other program staff to coordinate logistics for in-person staff and program events, handling logistical aspects including venue arrangements, supplies, and schedules. Manage the logistics of the hiring process, including scheduling interviews and communicating with hiring committees to ensure an efficient and professional process. Create, maintain and implement an onboarding and orientation process for new staff members.

File and Finance Management
Maintain electronic and paper files, ensuring they are organized and easily accessible, and adhere to NKU records retention requirements and to all federal and private grants. Support the Business & Finance department with incoming and outgoing invoices and accurate record-keeping.

Communication and Relationship Management
Answer the organization’s primary phone line and relay messages to staff promptly and accurately. Facilitate effective communication within the organization, with external partners, and act as a liaison between the executive director and other staff members.

Participation in Staff Meetings and Events
Participate in and assist with planning EngageKY staff meetings, retreats, events, and GERO meetings. Uphold EngageKY values in all work tasks and activities. Complete other duties as assigned.

Qualifications

• Minimum of 8 years of experience in office management, executive assistance, or related administrative roles.
• Demonstrated experience in managing schedules, correspondence, and communications for senior executives.
• Experience coordinating logistics for events, meetings, or similar activities.
• Exceptional organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Strong verbal and written communication skills, capable of interacting professionally with a diverse range of stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software (e.g., Google Workspace, Trello, Asana).
• Keen attention to detail and accuracy in managing documents, schedules, and communications.
• Ability to handle confidential information with discretion and professionalism.

Minimum Education
Bachelor's Degree

Preferred Education
Master's Degree

Minimum Experience
8 years

Salary
Minimum $17.63

Pay Grade
S67

Posting Detail Information

Requisition Number
2024S2146

Job Open Date
01/08/2025

Job Close Date

Quick Link
https://jobs.nku.edu/postings/14516

Is this an internal only posting?

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter/Letter of Application
3. References
4. Writing Sample 1

Optional Documents

1. Letter of Recommendation 1