POSITION TITLE: Office Coordinator
SUPERVISOR: Director of Planning and Communications, LITS
CLASSIFICATION: C/T, Part-time
SUMMARY: This part-time position works 21 hours/week providing support to the administrative office of the Bryn Mawr College Library and Information Technology Services (LITS) organization, managing office and computer supply inventory, and processing departmental purchase orders and invoices.
The ideal candidate will be organized, have a positive and professional demeanor, be sensitive to issues of confidentiality, and possess excellent judgment. They must function efficiently and effectively in a fast-paced professional academic environment.
- Uses electronic purchasing system and traditional means to initiate, track, receive, distribute and charge appropriately departmental purchases for office supplies, computer supplies, and other equipment and services.
- Maintains own College credit card for online and time-sensitive purchasing within College guidelines.
- Researches, collects data, analyzes, resolves and reports on financial or purchase-related issues as requested.
- Researches and negotiates pricing and obtains quotes as requested or required.
- Prepares, submits and tracks journal entries and cash/check deposits.
- Maintains vendor, credit card and other financial files for the department.
- Works closely with colleagues to define, optimize, and document office procedures.
- Coordinates logistics and communications for departmental events and meetings as requested.
- Assists Director of Planning & Communications with routine and special projects.
- Develops and maintains working vocabulary and general proficiency with Bryn Mawr’s user-facing systems and services.
- Answers general phone calls and emails; manages office’s electronic and paper files.
- Coordinates FedEx, UPS and other third-party delivery services.
- Provides coverage for other LITS administrative staff
- Performs other job-related duties as assigned.
SKILLS AND ABILITIES:
- Maintains working knowledge of College purchasing policies, procurement and financial tools and systems (including Microsoft Office); responsible for entering data into, making changes in, and reporting from these systems as appropriate.
- Ability to communicate, interact successfully, and maintain positive relationships with a diverse community of colleagues, faculty, students, and staff.
- Excellent attention to detail and follow-through; strong research and analytical skills especially within accounting and purchasing transactions and records.
- Proven ability to manage independently multiple tasks and projects with competing priorities and deadlines, to troubleshoot resourcefully, to screen and prioritize communications and opportunities from external and internal sources, and to organize and maintain administrative processes that are essential to this position.
- Proficiency with standard office software, web-based email/calendar/scheduling systems, and standard web authoring tools.
- Interest in and ability to learn additional software as needed.
- Demonstrated ability to perform accurate data entry.
- Ability to work independently and as a team member.
- Ability to work within deadlines as required.
- Strong organizational and customer service skills.
- Strong office management skills.
- Excellent bookkeeping, purchasing and vendor management skills.
MINIMUM EDUCATION AND EXPERIENCE:
High School diploma or equivalent. One to three years of relevant experience preferably in a higher education or IT office setting. Strong proficiency with Microsoft Office and technologies standard to the office environment.
Ability to regularly lift 30 lbs., climb stairs and low ladders and circulate among campus buildings.