Job DescriptionPosition Overview
The Administrative Coordinator serves as the first point of contact for the Caldwell Complex, providing high quality customer service to clientele, stakeholders, vendors and University of Idaho personnel. This position will provide administrative and financial management support for the Caldwell Complex Superintendent, resident faculty/staff, and CALS Computing staff located throughout the state. In coordination with the Superintendent, the Administrative Coordinator will plan, coordinate and facilitate the day-to-day office and facility operations, including facility repair and maintenance, facility and employee security/safety, technology and communication systems, facility recordkeeping, and vendor/customer relations. This position provides general office support including financial document processing, budget monitoring, data compilations for reports, coordination of facility and employee schedules, and interpretation and compliance with University of Idaho policies and procedures.
The Caldwell Complex embodies the UI mission to shape the future through innovative thinking, community engagement and transformative education. Consistent with the land-grant ideal, the Complex ensures that outreach activities strengthen teaching, scholarly and creative capacities. The Complex houses 4 distinct entities: Food Technology Center, Agri-Business Incubator, Caldwell Research and Extension Center, and Southern District Extension Administrative Office.
A visa sponsorship is available for the position listed in this vacancy. Uncertain
Key Accountability Provide support for Caldwell Complex facilities by:
• Coordinating facility maintenance/security/safety (i.e. repairs, janitorial, HVAC and plumbing, landscaping, etc.)
• Coordinating facility and employee safety maintenance/inspections/procedures.
• Being a liaison between the Caldwell Complex and other University colleges, departments and offices (i.e. Environmental Health and Safety, Campus IT, CALS, Extension, etc.) to coordinate facility upkeep, ensure employee safety and security, and comply with University of Idaho policy and procedures.
Key Accountability Provide financial support by:
• Processing financial documents including (but not limited to) invoices, requisitions, purchase orders, travel claim documents, claim vouchers, and journal vouchers for budget transfers, cost transfers, revenue transfers, etc.
• Preparing and depositing cash/check payments.
• Reconciling and monitoring budgets.
• Compiling financial reports, utilizing University reporting platforms (Banner, Argos).
Key Accountability Provide support to the Superintendent and overall coordination of Caldwell Complex operations by:
• Coordinating and facilitating weekly staff/faculty meetings.
• Compiling and verifying reports on inventory and insurance for University administration.
• Supervising classroom and video conference maintenance and scheduling.
Key Accountability Provide support to faculty by:
• Utilizing a variety of computer software to develop correspondence, databases, newsletters, brochures, slide shows, etc.
• Receiving and routing incoming calls and office visitors.
• Maintaining websites.
• Making travel arrangements and preparing travel claim documents.
• Preparing outgoing and distributing incoming mail.
• Advising on approved University policies and procedures.
• Proofing and editing documents and do data entry as needed.
Key Accountability Contributes to team effort by:
• Maintaining office supplies/equipment inventory.
• Assisting co-workers and superiors to ensure quality and timely customer service.
• Maintaining expertise and obtaining training in areas of job responsibility.
• Performing additional duties as requested.
• Minimum two years professional work experience in office support functions including word processing, filing, composing a variety of business documents, reception, gathering, compiling and managing data in spreadsheets, and balancing and coordinating a workload for multiple projects.
• Minimum two years professional work experience with financial support services including maintaining financial records by tracking budgets and expenses, handling cash and other transactions, and processing invoices, purchasing card, travel and reimbursement claims.
• Experience in effective written communications, organizational skills, and interpersonal/customer service skills while working under pressure and among diverse individuals and groups.
• Experience working independently and proactively to solve problems and handle multiple tasks of shifting and competing priorities, while accurately attending to detail.
• High School Diploma or GED
Required Licensures, Certifications or other
• College degree in related field or Business School graduate.
• Advanced computer skills such as web design and maintenance, spreadsheet management, PowerPoint, Publisher, Excel, Word, Access, Outlook, and web software.
• Experience working with faculty, staff, public and stakeholders at all levels of the university both internal and external.
• Experience using Chrome River, Banner, Argos, VandalWeb.
• Ability to work professionally with people from a wide variety of cultural and socio-economic backgrounds.
• Ability to speak, read and write in Spanish and adapt or translate materials.