Office Coordinator, Leader and Program Development

Fullerton, California, United States Full-time

Position Title:                    Office Coordinator, Leader and Program Development

Reports To:                        Leader and Program Development Director

Payroll Classification:       Hourly, Non-Exempt

Starting Salary Range       $16.55-$23.06

Priority Filing Date:           Open Until Filled

 

Under minimal supervision of the Director of Leader & Program Development, the Office Assistant carries out a variety of duties and responsibilities to support and assist the functions and services of ASI Leader & Program Development, which includes student leader advisement, Camp Titan, ASI Legal Services, Readership Program, and ASI programming in the cultural centers.

Office Management

  • Serve as office receptionist, performing general office duties such as ordering and maintaining supplies, updating equipment/supplies resource files, and special projects as assigned.
  • Manage and maintain schedule for director; provide support as directed to coordinators.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Represent, professionally, the Associated Students, Inc. at all times.
  • File, retrieve, and maintain records for the programs and services of ASI Leader & Program Development.
  • Maintain strict adherence to safety procedures and attend safety meetings as scheduled.
  • Provide general assistance in maintaining the office in a neat and business-like manner.
  • Supervise Student Assistants.

 

Program Support/Coordination

  • Coordinate student club office space and locker program paperwork
  • Manage daily paperwork and communications with contracted services, e.g., College Legal Clinic and USA Today Readership program
  • Pay bills, monitor compliance with terms of contract
  • Coordinate ASI Student Research Grant Program application and disbursement process
  • Plan logistics for leadership education programs, e.g. space reservations, transportation, meals, supply orders
  • Serve as purchasing liaison for various university departments, e.g. parking, facilities operations, catering, university police, digital print services
  • Collect, manage and store risk management forms, e.g. insurance endorsement documentation, driver authorization. Make direct contact with vendors, performers, and other contracted entities to obtain needed information.
  • Coordinate documents for student leader financial awards and communicate effectively with student financial services and financial aid
  • Conduct student leader and program eligibility checks with dean of students office
  • Provide assistance in program planning and events
  • Support and coordinate logistics, transportation and purchasing for Camp Titan

Budget

  • Maintain accurate tracking records for departmental budgets
  • Coordinate preparation of purchase order and check request forms for office and student programs
  • Provide oversight for office supplies ordering process for department and student leaders
  • Serve as departmental liaison for ASI inventory process
  • Assist student leaders with filling out forms.
  • Other duties as assigned.

 

MINIMUM QUALIFICATIONS:

Education Experience Knowledge and Abilities:

Education:

High School diploma/GED required, BA preferred.

Experience:

Equivalent to two years progressive responsible general clerical experience.  Previous experience maintaining simple accounting records and budget preffered.

Knowledge and Abilities:

  • Extensive computer, writing and strong communication skills are required.
  • Ability to plan, organize, train, evaluate, and supervise the work of student employees and the workflow of the clerical operations.
  • Ability to review records to compile background data in budgetary and other administrative or technical process.
  • Thorough knowledge of correct English, grammar, spelling, and punctuation; thorough knowledge of office methods, procedures, and practices. Possess excellent writing and editing skills and ability to communicate effectively both orally and in writing. 
  • Ability to handle confidential material judiciously. Exhibit initiative, professional behavior, discretion, tact and diplomacy in all actions.
  • Ability to function with minimal supervision. Must be self-motivated and able to coordinate many different clerical tasks, determine the relative importance of each, set respective deadlines, and complete all projects accordingly.
  • Ability to apply independent judgment, discretion, and initiative in performing complex secretarial work on a variety of subjects, programs and projects.
  • Work effectively within a complex organizational setting and a multi-cultured campus environment.
  • Work effectively with coworkers, customers and others by sharing ideas in constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier and respecting the diversity of our work force in actions, words and deeds.

 

Additional Requirements:

Typical Working Conditions:

  • Work is conducted in a busy, open, temperature-controlled office environment, and occasionally in the yard. Face-to-face and telephone contact with staff, students, campus community, other campus personnel and the general public. 

Physical Requirements:

  • Required to sit and input into computer for long periods of time, stand, talk, walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; clear verbal and written communication; use of office equipment including computer terminals, telephone, calculator, and other office equipment.
  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
  • Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
  • Must be able to safely carry and lift objects up to 30 lbs.

Special Requirements:

  • Must be able to pass a urine drug screen.
  • Upon hire employment history and criminal background investigation will be completed.
  • May be required to drive occasionally as needed.  
  • Must fulfill responsibilities of a CA Mandated Reporter of Child Abuse and sign ASI General Mandated Reporter form.