Office Coordinator

Full Job Description

Reporting to the Associate Vice President, the Office Coordinator serves as receptionist, provides administrative support and manages office operations for the Division of Human Resources.

Reception/General Office Duties

• Greets customers and directs phone calls to the appropriate HR staff member.
• Manages electronic and paper filing systems and locks and secures personnel and I-9 filing cabinets at the end of the day.
• Conducts research and cost comparisons for office equipment and supplies and manages inventory.
• Initiates maintenance/work orders.
• Keeps storage room organized.
• Handles incoming and outgoing mail, including hand-deliverables.
• Oversees shredding function.
• Handles meeting logistics and travel arrangements.
• Manages the department’s procurement card(s) in accordance with state regulations and Winthrop policies.
• Processes vendor invoices according to the contract and works closely with Accounts Payable and Procurement to create purchase orders and requisitions.

I-9 Function

• Schedules appointments with permanent, temporary, grant-funded and student employees to complete Sec. 2 of the Form I-9.
• Reviews official documents and enters information in I-9 Advantage.
• Coordinates appointments with HR professionals at other higher education institutions (as part of CUPA’s I-9 Reciprocal Processing Consortium) when a remote I-9 is required for employees working outside the local area.
• Resolves tentative non-confirmation cases by notifying employee as required and closes out cases once resolved.
• Reviews monthly I-9 Advantage invoices to ensure accuracy.

Performance & Training Program Administration

• Works with the Employee Relations Manager on training for employees and performance management for staff.
• Administers and maintains the Safe Colleges training program for all new hires: Assigns training, communicates with employee, and updates training records in Banner and Safe Colleges; uses Compliance Reports to update Banner when employees complete annual training programs; uses daily report to update training records in Safe Colleges and Banner when employees leave; and creates sign-in sheets for training and events as needed.
• Manages probationary reviews program; updates Banner when reviews are completed or due dates pass; and communicates weekly, or as needed, with responsible party on status.

Unemployment Claims

• Processes unemployment claims according to SC Department of Employment and Workforce (SC DEW) guidelines.
• Consults with the Employee Relations Manager on questions regarding dismissals and other terminations for accurate reporting.
• Enters and manages the unemployment spreadsheet located on the shared drive.

Office Events

• Provides logistical support for HR-related events, including the staff holiday and other parties.
• Assists with Welcome to Winthrop and Orientation, as needed.
• Provides administrative support for the annual Faculty, Staff and Retiree (FSR) Awards Ceremony: Determines when service award pins and award frames are needed, places the order, and confirms receipt; communicates with service award recipients; prints and frames awards and ensures they are available on the day of the ceremony; and assists with award distribution at the event.

Legal Invoicing

• Reconcile invoices for external legal services and provides them to the Vice President for Human Resources for review and approval.

Requirements

• Bachelor’s degree and one year of responsible administrative experience or high school diploma and five years of progressively responsible administrative experience.
• Knowledge of office management best practices.
• Effective oral and written communication skills, including the ability to draft routine business correspondence.
• Ability to exercise sound judgment and deal tactfully and effectively with difficult situations.
• Ability to maintain a high degree of confidentiality.
• Effective interpersonal skills and the ability to establish and maintain effective working relationships with faculty, staff, students, administrators and the general public.
• Effective organizational skills and the ability to multitask while maintaining accuracy and focus in a fast-paced environment.
• Sufficient technical skills to master software required to perform job duties.
• Ability to understand and successfully apply policies and procedures.
  

Qualifications

Experience with budgeting and financial functions and recordkeeping.

Additional Information

To apply go to https://winthrop.peopleadmin.com/postings/21051.