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Administrative Operations Coordinator

Employer
Fairmont State University
Location
Fairmont, West Virginia, United States
Salary
Competitive Salary
Date posted
Jan 23, 2025
Posting Details

Posting Summary

Working Title

Administrative Operations Coordinator

Type of Position

Staff - Full Time

Department

College of Education, Health, and Human Performance

Appointment Length

July - June (12 mo)

Benefits Eligible?

Yes

Published Salary

Requested Part-Time Staff Hours

NA

F.T.E.

1.00

Grant Funded Position?

No

If temporary (or grant funded) position, indicate ending date

Description of Job Duties and Responsibilities
  • Reports to the Dean of the College and supports the College.
  • Attends faculty and staff meetings and prepares minutes.
  • In concert with the Dean, work includes budget development, budget management/monitoring, purchasing, facility maintenance, and day-to-day operational assignments and tasks.
  • Manages the daily financial activities of the College, which may include budget preparation, purchasing, ensures compliance with university policies and procedures, state, and federal regulations.
  • Evaluates effectiveness of financial and administrative operations and makes recommendations and/or takes corrective action when necessary.
  • In cooperation with the University Business Office, coordinates, designs, and implements internal financial reporting systems, financial controls, and management information systems for the College.
  • In conjunction with the University Budget Office, makes operating budget and budget revision requests.
  • Cash-related receipts, accounts receivable, ensuring timely processing of billings, payments.
  • Preparation of reports of disbursements, special analyses, and information reports, presents recommendations for changes and/or improvements, monetary control, and adherence to budgets.
  • Monitor the College’s procurement process, including tracking office supplies, in coordination with the University’s purchasing department, policies, and procedures.
  • May coordinate financial aspects of research proposals, contracts, and sub-contracts, including the development of budget, proposal preparation, and adherence to funding requirements through the University’s central Grants Office; serves as a liaison to University administrators.
  • Coordinates travel arrangements for faculty, staff, and students; prepares, compiles, and maintains travel records.
  • Maintains classroom and equipment inventory as needed and in coordination with University policy and practices.
  • Develops and implements systems and processes to establish and maintain records for the operating unit, including confidential faculty employment files. Maintain and manage academic, financial, and human resource records in Kronos, Banner, and Oasis, as required.
  • Collect and maintain all faculty workload documents and employment-related application materials for new full and part-time faculty; Process part time, adjunct faculty, and temporary appointments through PeopleAdmin.
  • Manages the College office and ensures high quality and seamless administrative support for faculty and staff.
  • Schedules College, Department, and committee meetings as requested (via online platforms as needed), prepare meeting minutes in a timely fashion, disseminate correspondence, and maintain a database of all past minutes. Prepares and collects documents and materials for meetings, as needed or directed.
  • Coordinates work orders for office technology for computer issues, physical plant, and/or surplus as needed or directed. Receives and secures faculty printing orders and serves as the point of contact for support and supplies for full-time and part-time faculty.
  • Performs a high level of support tasks (i.e., corresponds on behalf of the Dean) that are confidential and sensitive in nature as well as provides leadership in solving routine and general office issues.
  • Formulates and recommends professional support processes designed to maximize efficiency and effectiveness of the administrative support to the Dean and other staff (i.e., travel arrangements and reimbursements, special projects, coordinating college events), screens and determines routing of sensitive and confidential phone calls, mail, and visitors to the Dean’s office.
  • On behalf of the College, supports physical plant operations and/or auxiliary processes such as shipping and receiving, order fulfillment for faculty and classrooms, postal and delivery services, and printing services, or the interface of such services with appropriate University offices and agents.
  • Develops/implements policies and procedures consistent with those of the organization to ensure efficient and safe operation of the College.
  • Assumes overall strategic responsibility for administrative support of the College providing analytical and sound business advice to the Dean and senior managers.
  • Ensures effective and regular communications across the College on important changes, achievements, and opportunities. Assists the Dean and/or Department Chairs in preparing/updating teaching schedules at both the undergraduate and graduate levels.
  • Stays abreast of changes and developments in the University to inform the need for change in business processes within the College.
  • Performs related duties as necessary and as assigned.
Minimum Required Education

Bachelor’s Degree; Master’s Degree preferred

Required Licenses and/or Certifications

N/A

Minimum Required Qualifications
  • Proficient use of Microsoft Office (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat; ability to further develop skills and competencies in assigned University and College systems such as Kronos, Banner, Lucid Press, and/or Oasis.
  • Dependable, accountable, demonstrate good work ethic with a customer-service orientation; good written and oral communication skills exhibiting tact and diplomatic skills; good organizational and time management skills with ability to work cooperatively in a team environment; must be adaptable, flexible and have a tolerance for change and working in a fast-paced environment.
  • Integrity and confidentiality required.
Preferred Qualifications
  • Five years experience working in complex organizations, preferably in institutions of higher education; ability to work independently analyzing situations and problems, developing and implementing solutions. Education may be substituted for years of experience. Knowledge of university and state policies and procedures.
  • Proficient in all MS Office applications including, Word, Excel, PowerPoint.
  • Excellent interpersonal and customer service skills.
  • Ability to work with minimal guidance.
  • Attention to detail and sound judgement in planning and organizing own work.
  • Ability to multitask and work effectively under specific time constraints.
Posting Detail Information

Requisition Number

2025040SP

Number of Vacancies

1

Anticipated Hire Date

ASAP

Position End Date (if temporary)

Job Open Date

01/22/2025

Job Close Date

02/05/2025

Open Until Filled

No

Special Instructions to Applicants

Advertising Summary

Quicklink for Posting

https://www.fairmontstatejobs.com/postings/7323

Job Duties

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