What are the responsibilities and job description for the Office Coordinator position at St. Mary's University?

Job Description

The Office Coordinator manages the front office and serves a primary contact for students, alumni, and employers. This position works closely with the department leadership to provide a wide range of administrative support for the law school Office of Career Strategy.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Coordinates all administrative tasks associated with programming, including but not limited to adding events to the Master Calendar, making in-person or virtual space reservations, adding events to the contact management system, managing RSVPs, and arranging for hospitality.
Manages the job and event posting in the contact management system, including reviewing, formatting, and publishing employment opportunities from employers, proactively identifying new job opportunities, and ensuring all postings meet office guidelines and contain necessary details.
Coordinates the Suit Up Station, law school's professional attire closet program, by organizing donations, maintaining an organized and accessible inventory, conducting donation drives, and ensuring all items meet professional standards and are interview-ready.
Assists with weekly newsletter creation and distribution, and provides the office's contribution to the law school's newsletter.
Coordinates administrative elements of the document review system for resumes, cover letters, and other written materials.
Creates marketing materials and ensures accuracy for print and social media posts for events and programs.
Manages incoming and outgoing correspondence, including emails, faxes, mail, and packages, including all print, digital, and video resources.
Oversees the reciprocity process for students wishing to access other law schools' job banks, as well as the requests from other schools to provide their students with access to the contact management system.
Processes alumni requests for access to contact management system and provides technical assistance to students, alumni, and employers as needed.
Greets and maintains contact with all students, alumni, and others are seeking information from the office via email, telephone, or in-person communication. Answers, responds to, and redirects all incoming telephone calls as well as general office email.
Oversees the office's physical space, including the hospitality station, seasonal décor, and employer promotional materials.
Directs law students, employers, and alumni to the appropriate resources available at the law school.
Provides support to faculty, staff and students for day-to-day operations as well as special projects or assignments.
Performs other duties as assigned.

QUALIFICATIONS :

High School Diploma or GED, Associate's Degree Preferred

Minimum 1 year of administrative or clerical support experience in a business setting. Experience in Higher Education environment and answering multi-line telephone system, preferred.

Must clear and maintain a favorable background investigation and clearance

Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis

Must have the ability to demonstrate basic knowledge of MS Office (Word, Teams, Power Point, Publisher, Outlook [email and calendar]), experience with virtual meeting platforms (Zoom, Teams, or similar).

Experience using databases and content managements systems are a plus. Applicant experience with data entry in a content management system is a plus.

Must be flexible and able to work off-campus, weekends, and evenings, (occasionally), as required.

May be required to work more than 40 hours during the workweek.

Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.

Must have good verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.

Ability to successfully manage up (coordinate and structure activities related to the Dean) and manage down (oversee student staff and delegate tasks) while maintaining a positive and confident attitude.

Bilingual Preferred (English / Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL DEMANDS :

Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.

While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.

Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.

Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.

Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.

Cover letter and Resume is required. Those applications without will be considered incomplete and will not be considered.

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