ADMINISTRATIVE COORDINATOR
#1041
General Characteristics:
An Administrative Coordinator serves as a lead worker for four or more bargaining unit positions; establishes operating policies and procedures for a department; develops, analyzes and manages a department's annual operating budget; develops and writes justification for budget requests; initiates and/or leads department planning efforts; may coordinate and facilitate curriculum approval processes with faculty; designs and conducts complex research projects; defines needs, selects and coordinates.the installation and maintenance of new technology, such as microcomputer hardware, software and local area networks(LANs); delegates tasks to assigned staff; evaluates program efforts; initiates and coordinates development, testing and documentation of computer reports to meet users needs; writes, proofs and edits grants, documents and reports; processes highly confidential personnel matters for a department; provides communication and problem-solving assistance for department staff and chair; may provide ongoing computer technology support; does related work as required. An Administrative Coordinator works under the overall policy guidance of a department chair and has a leadership role in departmental planning efforts and the establishment of policies. (An Administrative Specialist works under the general supervision of a supervisor, communicates policies or procedures to staff and has input into planning and policy development.) Work requires excellent communication and negotiation skills to coordinate with a wide variety of College departments, off-campus agencies, administrators, staff, students and the public. Work requires skill in leading the work of others, analysis of data, program planning, budget development and justification, writing and editing. Physical strength and agility may be required to lift and carry boxes of materials and supplies. operating microcomputers and other office equipment requires manual dexterity and good visual acuity. Positions may require the ability to work occasional evenings and weekends.
Examples of Work:
Manages the day-to-day activities of a central department office; assigns work, sets priorities, develops operating procedures and policies and trains assigned staff; conducts staff meetings, staff development and team building activities; provides substantial input into performance evaluations of staff; coordinates and- conducts recruitment, screening, interviewing and selection of assigned staff and hourly positions in consultation with department chair and Human Resources, as appropriate to the position; prepares job descriptions and desk manuals for assigned positions.
Develops the department's annual operating budget with input from department staff and chair, including justification statements for budget request as needed; develops budgets for grants; monitors department expenditures and determines need for transfer funds between line items to cover shortfalls; makes recommendations to chair regarding budget requests or necessary changes, including analysis of budget data.
Conducts research, provides analysis and prepares reports for the department chair, College, State and federal agencies; prepares evaluation and interpretation of program effectiveness; evaluates demand for specific courses and makes projections for future FTE and costs; plans, compiles and analyzes data for varied audiences; writes and edits technical reports.
Assists the department chair in both short-range and long-range planning; develops goals and objectives for department in collaboration with department staff and chair; designs, develops bid specifications and coordinates installation of new technology, including computer hardware, software and/or L.A.N.S.; coordinates the writing and editing of grant proposals for federal and State funding; analyzes, evaluates and interprets grant guidelines; effectively communicates departmental and College decisions and policies to staff and other departments; brings matters of concern to the attention of the department chair.
Monitors departmental deadlines for projects and operations and ensures timely completion; reviews progress with department chair and/or staff. Within defined parameters, solves problems and makes decisions to facilitate the smooth operation of the department in the absence of the department/division chair, including student/faculty issues or class cancellation; establishes and maintains effective working relationships with other departments and institutions; represents the interests of the department and the chair on varied councils and committees.
Works closely with database users to define needs for billing information, evaluation data or specialized reports; analyzes system needs and plans custom computer reports; coordinates preparation of reports; ensures that database programs are tested and well documented; serves as system administrator for a LAN; ensures that data is backed up periodically. Analyzes departmental operating procedures and implements changes to streamline operations and enhance services; develops and recommends changes to class schedules for both credit and non- credit offerings; screens resumes of instructional staff and arranges for part time instructors; ensures safe use of facilities and equipment; develops new methods, technology and procedures for processing work to support a large department of the College; trains staff, or arranges training for them in new procedures and technology.
Knowledge, Skills and Abilities:
Knowledge of pertinent laws, regulations, rules and College/departmental policies and procedures; knowledge of management principles and practices including planning, budgeting and evaluation; knowledge of and skill in the use of appropriate database Applications as required by the position; knowledge of and skill in the operation and support of office equipment including typewriter, calculator, FAX, copier, microcomputer and peripheral devices; knowledge of computer copyright laws; knowledge of sources of microcomputer hardware, software, network software and supplies; knowledge of computer technology principles and capabilities; skill in training and monitoring performance of staff; skills in problem solving, advocacy, conflict resolution and negotiation of acceptable solutions; ability to plan work assignments and set priorities; ability to organize and delegate tasks to assigned positions; ability to effectively communicate rules, regulations and College/department policies and procedures to staff and students; ability to assess needs and plan appropriate courses or programs; ability to effectively direct and coordinate the activities of assigned staff, student assistants and volunteers; ability to troubleshoot issues related to staff and students; ability to develop budgets, prepare budget justifications and track expenditures; ability to develop and write grant proposals as required by the position; ability to interpret policy and regulation changes and apply them appropriately; ability to use judgment in authorizing departmental expenditures; ability to maintain accurate records and perform analysis to generate required reports; ability to write technical reports; ability to anticipate the need for and develop appropriate procedures for data tracking; ability to communicate clearly and effectively with staff, other departments and outside agencies; ability to establish and maintain effective working relationships with department staff and chair, students, outside agencies and other College employees; ability to work independently and as a member of a team; ability to coordinate and chair staff meetings and make public presentations; ability to meet deadlines under pressure; ability to maintain confidentiality; ability to utilize word processing, desktop publishing, spreadsheet and database software effectively; ability to develop special reports to support user needs; ability to ensure that computer programs are tested and well documented; ability to understand and follow instructions in the form of program documentation and technical manuals; ability to convey and exchange technical information with programmers, hardware/software technical experts and users; ability to learn to serve as system administrator for local area networks; ability to work occasional weekends and evenings; ability to bend, stoop and work in confined spaces; ability to lift supplies and equipment weighing up to 25 pounds; ability to work safely.
Supervision:
Reports to and works under the overall policy guidance of a department chair. Instructions are given on general goals and objectives. Work is performed independently using previously learned knowledge and professional judgment, according to College policies and applicable laws and regulations. Work is reviewed by observation of the efficient and effective coordination of support services and the satisfaction of students and staff. This position coordinates and leads the work of office support positions, student advisors, student assistants, volunteers and hourly employees. This position plans work, assigns tasks, provides priori- ties, trains and checks the work of assigned staff and is available to answer questions and troubleshoot problems on a daily basis. This position has substantial input into hiring decisions and performance evaluations.
Minimum Qualifications:
Two years of post-secondary education with course work in accounting, human resources, conflict resolution, communications management principles, record keeping and office procedures is required. Three years of general administrative experience, including extensive public contact, is required. At least two years of this experience should be at the level of an Administrative Specialist and include responsibility for accounting, budgets, personnel, purchasing and report writing. One year of the experience must be in a lead or supervisory capacity, some positions may require special job-related computer experience.
Equivalent combination of training and experience will be considered qualifying.
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