Scheduling Coordinator/Administrative Assistant, Student Union

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Scheduling Coordinator/ Administrative Assistant
Student Union

January 16, 2019

 

This position reports directly to the Director of the Student Union and Campus Activities. The individual in this role is the main point of contact for a large volume of walk-in traffic, phone and electronic inquiries of Union and Involvement Services. This individual provides excellent, thorough assistance to students, faculty, staff and community members to ensure quality customer service. It is expected this role will have a shared responsibility with other Union and Involvement Services staff members for the efficient, safe, and effective functioning of all student events and Union needs. This position has primary responsibility for scheduling services, budgetary facilitation and support services. The majority of the functions of this position are performed in an office environment.

Responsibilities:

Scheduling:

  • Serve as campus expert for campus reservation software, Event Management Software (EMS);

  • Provide support, oversight and direction for campus reservations;

  • Oversee a semi-annual space allocation process;

  • Assist with communication between internal and external clients in order to most appropriately address needs;

  • Be familiar with client pricing and charges that need to be assessed (if applicable);

  • Attend appropriate meetings on behalf of the Department;

  • Identify and address system problems in a timely manner;

  • Prepare and send daily campus reservation reports to a variety of campus constituents;

  • Develop relationships with other campus offices;

  • Assist in client communication for VIP/Special internal clients (President's office, Advancement, etc.) for special requests;

  • Contact and track groups when room violations occur;

  • Coordinate building opening and closing year around (in EMS and physical signs in the Union);

  • Compile annual space utilization report;

  • Maintain annual calendar for Student Union;

Administrative/Budgetary:

  • Process budget requests through requisition creation, submission, approval, and purchase completion;

  • Maintain relationship with Business Office on behalf of the purchasing and financial support needs of the CSI/SUB department;

  • Create routine responses to general correspondence;

  • Track budgetary information on a shared ledger updated monthly;

  • Process travel expense reimbursements;

  • Maintain historical documentation of all financial paperwork in order to recall prior requisition information;

  • Order office supplies and equipment as necessary;

  • Create and maintain processes and policies related to the Information Desk and Lost and Found;

  • Supervise billing for student organization copier usage and room charges in the Student Union;

  • Transcribe letters, memos, meeting minutes and reports as necessary;

  • Work closely with contracted services located in the Student Union assisting with scheduling needs and budget processing as needed;

  • Schedule meetings, as needed, for the Union Professional Staff;

Supervision:

  • Assist with the hiring, selection, training and evaluation of student employees;

  • Provide direct supervision to at least one student team;

  • Provide training to all student employees on EMS functions;

  • Work directly with Student Office Manager to ensure appropriate scheduling of student employees.

 

DUTIES AND RESPONSIBILITIES SHARED WITH ALL UNION AND INVOLVEMENT STAFF MEMBERS:

  • Provide a welcoming environment for all customers in the Student Union Office;

  • Engage in professional development to remain up-to-date and to network;

  • Manage resources wisely;

  • Understand the visions of the University, Student Affairs, and the Union and Involvement Services and work toward the achievement of related goals;

  • Keep current on legal and ethical considerations;

  • Understand and advocate for the needs of diverse student populations;

  • Comply with University and Union and Involvement policies and expectations;

  • Demonstrate excellent interpersonal, written, oral, and presentation communication skills;

  • Model professional behavior for student staff, external constituencies, and clients;

  • Strive to ensure that the needs of colleagues, clients, and visitors are met in a timely, courteous and competent manner;

  • Carry out additional duties as assigned by supervisor.

ESSENTIAL FUNCTIONS:

1.  Must be able to occasionally lift and/or move up to 25 pounds.

2.  Must be able to communicate by telephone on a daily basis.

3.  Must be able to operate computers, copy machines, and other standard office equipment.

4.  Must be able to handle multiple and complex tasks simultaneously.

5.  Must be able to communicate through direct contact on a daily basis.

6.  Must be able to perform basic mathematical functions.

7.  Must be able to prepare and understand basic statistical reports.

8.  Must be able to work with university hardware and software as needed.

Qualifications:

Required qualifications include a high school diploma or an equivalent combination of education and experience from which comparable knowledge, skills and abilities can be acquired; evidence of successful educational or work experience; excellent computer, oral and written communication, interpersonal and customer service skills; and strong organizational and problem solving skills. Accuracy, dependability, self-motivation, and a strong desire to provide quality service to all constituencies are essential.  Proficiency with Microsoft Office Suite and attention to detail are required skills.

Preferred qualifications include coursework beyond high school; previous scheduling software experience (i.e. EMS); previous work experience in building operations; and previous experience working with multiple clienteles in a fast paced environment.

To Apply:

Candidates should complete a University application, as well as providing a cover letter, resume and contact information for at least two professional references. Application materials may be submitted online or by mail to:

Truman State University
Human Resources MC 101
100 E. Normal
Kirksville, MO 63501

Review of applications will begin on January 30 and continue until position has been filled.

Truman is an equal employment opportunity, affirmative action employer committed to cultural diversity and compliance with the Americans with Disabilities Act.

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