Office Support Coordinator

Description

SUMMARY

Under the direction of the Senior Executive Assistant to the President and CEO, the Office Support Coordinator, plans, directs, and coordinates the production flow and activities of the Receptionist/Office Assistant. The Office Support Coordinator oversees all office management related activities including office security, facilities maintenance, and vendor management.

HACU'S MISSION:

To Champion Hispanic Success in Higher Education

The Hispanic Association of Colleges and Universities fulfills its mission by:

• promoting the development of member colleges and universities;
• improving access to and the quality of post-secondary educational opportunities for Hispanic students; and
• meeting the needs of business, industry and government through the development and sharing of resources, information, and expertise.

BENEFITS

• HACU offers a friendly work environment and a generous company-paid benefits plan. Compensation is commensurate with qualifications and experience.
• 15 company paid holidays.
• Employer-paid Group-Term Life, AD&D, Long-Term and Short-Term Disability and Paid Parental Leave benefits
• Generous employer-paid contributions toward healthcare plan expense
• 403(b), employer contributions (no match required) starting at six months of service.
• Employee Assistance Program
• Optional Dental, Vision, Legal and Identity protection, and optional Accident, Cancer, Hospital Indemnity, and Dependent Life Insurance plans.

EDUCATION AND/OR EXPERIENCE 

• High School diploma required; Associate degree from an accredited college or university preferred or equivalent combination of education and five years of related experience.
• Must have proficiency with MS Office (especially with Outlook, Word, Excel, PowerPoint) and virtual collaboration tools such as Zoom and teams.
• Proficiency in Excel with the ability to perform document merges, mail merges, database creation and maintenance, data entry, report generation is required.
• Spanish proficiency is strongly preferred, but not required.
• Strong interpersonal and communication skills, written and verbal, including phone etiquette and the ability to communicate with individuals and groups from diverse backgrounds in a manner that is consistent with HACU’s culture, mission, and values.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong organizational and time management skills, with the ability to manage multiple projects within deadlines and high attention to detail.
• Ability to read, interpret, and write/create a variety of documents, including the department expense reports, data and charts, and external communications.
• Ability to assist in the preparation and planning of budgets related to the Executive Office,  calculate figures, create cost analysis when contracting external vendors, and perform basic mathematical functions.
• Creative problem-solving skills with the ability to remain composed under pressure and meet challenges with resourcefulness and provide alternative solutions.

Requirements

 QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Works collaboratively and strategically in a team environment with all levels of professional, technical, and administrative staff to ensure the fulfillment of HACU’s mission, goals, and objectives. 
• Daily work schedule is 8:30-5:30 p.m.
• Responsible for the facilities day-to-day operations (such as distributing and maintaining the office keys, building access cards, etc.)
• Maintains physical space, ensuring a safe, clean, and functional environment.
• Ensures safety standards are followed throughout facility in accordance with building and local safety standards.
• Drafts and implements preventive maintenance schedules for buildings and equipment.
• Participates on emergency preparedness planning team.
• Ensures assigned equipment is in proper working order and available for use. Serves as a liaison to external vendors providing IT, phone, and technical services and support to HACU.
• Receives, manages, and processes work order requests; ensures problems are resolved quickly.
• Oversees and coordinates the yearly office inventory for all HACU locations.
• Coordinates with HR during employee onboarding/offboarding.
• Oversees the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. 
• Oversees and evaluates office production and establishes uniform office policies and procedures. 
• Analyzes and organizes office operations and procedures such as typing, bookkeeping, requisition of supplies, and other clerical services.
• Oversees office security and reserved parking assignments.
• Monitors and maintains balance in postage account.
• Oversees and maintains the shipping and delivery services and accounts.
• Oversees maintenance of inventory of supplies; reorders as needed.
• Coordinates special office events as assigned and approved by the Senior Executive Assistant to the President and CEO.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Assist in the preparation for HACU’s Annual Conference and attend the annual conferences under the direction of the Senior Executive Assistant to the President and CEO.
• Maintains and processes petty cash requests.
• Provides coverage to the Receptionist/Office Assistant for absences, lunch, breaks and as needed.
• The responsibilities listed are not exhaustive and may evolve; additional duties may be assigned based on departmental needs to support overall objectives.

SUPERVISORY RESPONSIBILITIES

The Office Support Coordinator directly supervises the Receptionist/Office Assistant. These duties are to be carried out in accordance with the organization's policies and applicable federal and state laws. Responsibilities would include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Employee will work a standard of 40 hours a week; however, longer hours may be necessary at times. This is an exempt position and is not eligible for overtime pay.
• Conferences and events may take place in a hotel and/or convention center settings and require longer hours of work on a constantly changing schedule, including work on evenings and weekends.
• Working conditions are in an office environment with sitting or standing, computer data entry, and answering phones.
• Occasionally moves items weighing up to 30 pounds.
• Occasionally requires employee to squat, kneel, bend at the waist, and reach for items.
• Constantly operates a computer and other office productivity machinery.
• Positions self to perform essential functions of the job in an office setting.
• Must be able to remain in a stationary position for extended periods of time.
• Maintains and ensures security of HACU-issued equipment, software, data, and supplies.
• Must be able to pass a criminal background check.
• Occasional travel is required to fulfill essential job duties.

REASONABLE ACCOMMODATION

In accordance with the ADA and other applicable laws, reasonable accommodation will be made to enable a qualified individual with a disability to perform the essential functions of the job.

Relocation assistance is not available for this position.

EEO STATEMENT

The Hispanic Association of Colleges and Universities (HACU) believes that equal opportunity for all employees and applicants is important for the continuing success of our organization. As an equal opportunity employer, HACU is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. HACU will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics. If you are interested in applying for employment and need special assistance or accommodation to apply for a posted position, contact our Human Resources department via phone at 210-576-3216 or via email at jobs@hacu.net. For HACU's full Equal Opportunity Policy Statement, click here.

ADA STATEMENT

The Hispanic Association of Colleges and Universities (HACU) is committed to the full inclusion of all qualified individuals. Consistent with the Americans with Disabilities Act (ADA), the HACU will provide reasonable accommodation when requested by a qualified applicant or employee, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed during the application process, please email jobs@hacu.net. For more information regarding the Americans with Disabilities Act, click here