Administrative Coordinator and Office Manager

Position Summary

The administrative coordinator and office manager will be a key member of the Orientation, Transfer, and Re-engagement Leadership Team and provide administrative support to the Executive Director. The administrative coordinator and office manager supervises the student employees who staff the front desk, oversees the day-to-day operations of the office including database management (VZ Orientation, Qualtrics, Workday), ensures high levels of customer service, collaborates and supports relationships with campus partners, orders office supplies & equipment, and oversees maintenance requests. Assists the executive director in managing the department's budget accounts by completing and submitting appropriate paperwork, processing invoices, tracking expenses, travel related expenses/requests and creating program budgets.

Other general administrative duties: make room reservations for programs and staff-related trainings and meetings including the coordination of room set-up, catering and equipment. Participates in University-wide committees and projects aimed at increasing student transition, involvement, and retention. The administrative coordinator/office manager will be responsible for recruiting, hiring, training, scheduling and supervising 6-10 student assistants who will staff the front-desk, help with clerical tasks, office operations, problem solving, and other duties as assigned. In addition, the administrative coordinator/office manager will provide professional development opportunities for the student assistant(s) to build skills and knowledge in areas such as customer service, organization, time management, communication, problem solving, and inclusive excellence.

Within the Division of Student Affairs, we strive to create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. Rather, it requires critical inquiry and dialogue and a commitment to action. We strive to provide a foundation for all community members to achieve personal and professional success.

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. We are a designated Hispanic Serving Institution located in downtown Denver. Our student population consists of over 55% first generation students and over 45% students of color.

Metropolitan State University of Denver is an equal opportunity employer.

IND208

Key Responsibilities

25% - Administrative and Budget*

• Assist the executive director in managing the Orientation, Transfer, and Re-engagement budgets; creating and monitoring program budgets, projecting auxiliary revenues and program expenses, completing and submitting appropriate paperwork, processing invoices, tracking expenses, and completing travel related forms/expenses/requests.

• Provides fiscal management over necessary grant budgets; collaborating with campus partners involved with grants, developing regular reports, and completing necessary forms, paperwork, etc.

• Purchase/procure office supplies and equipment, maintain departmental inventories, and develop/maintain systems for effective office operations related to supply and equipment management.

• Coordinate all fiscal transactions for the offices, including the creation and management of Special Purchase Orders (SPOs), Purchase Orders (POs), check requests, and related.

• Additionally, work to coordinate payment with all vendors and/or contractors used by the offices to ensure appropriate and timely payment. Manage payment of invoices, prepare contracts, funds transfers, and related functions for the Orientation, Transfer and Re-engagement Office, in accordance with state and institutional fiscal policies.

25% - Training and Supervision

• Oversees the hiring, training, and evaluation of approximately 6 - 10 student staff members who provide direct support to incoming students along with their families and supporters engaging in Orientation programming. These staff are also the front facing group serving incoming transfer and readmit students engaging with our Transfer, Adult, and Student Success Team.

• Oversees the development of training materials and implementation of training activities for staff.

• Develops a strong team culture among student employees that includes goal setting and provides opportunities to learn, practice, and advance essential and applicable career skills.

• Provides effective performance management to staff; supporting the development of annual professional goals and assessment.

15% - Office Management

• Create and foster an office environment of inclusivity and high-quality customer service. Ensure all visitors and callers to the offices are welcomed in a safe and secure environment in which individuals with diverse social identities are respected and valued.

• Serves as point of contact and manager helping staff and students who visit the office; de-escalate/resolve problems and/or refer to appropriate personnel, as per University policy.

• Manages complex internal operations, identifies problems and develops solutions.

• Maintains office efficiency by developing, recommending, planning, and implementing office administrative systems, structures, processes, procedures, and workflows to meet the needs of the office.

• Oversee event management logistics; make room reservations for programs, staff related trainings and meetings including the coordination of room set-up, catering and equipment.

• Maintains key and fob matrices and works closely with Auraria Higher Education Center (AHEC) andMSUDenver Facilities for access and approval.

• Assist with the daily operations and site maintenance of the VZ Orientation Registration system.

15% - Systems and Communications

• Shares oversight and provides support to systems set up and flow for OTR systems included but not limited to Visual Zen, Navigate, Banner, Workday, and Marketing cloud

• Reviews, adjusts, and maintains communications related to Orientation, Transfer, and Reengagement including automated communications, ringless voicemails, website, etc.

15% - Assist/Support Executive Director of Orientation,Transfer,and Re-Engagement*

• Provides support in managing calendars and scheduling meetings for the executive director. Participates with meetings, as needed, to be the note-taker and ensure timely notes are shared with stakeholders.

• Coordinates completion of special projects and assignments from the executive director, as needed.

5% - Professional Development/Other Duties as Assigned

• Remains competent and current in topics related to position (higher education budgets, administrative management, supervision and staff development, customer service, etc.) through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, and attending trainings as directed by the supervisor.

• Represent the interests of Orientation, Transfer, and Re-engagement for campus-wide committees and events.

Required Qualifications

• Bachelor's degree or equivalent combination of education and related experience

• Experience coordinating or supporting budget tracking, purchasing, or fiscal processes

• Experience working with diverse student populations, including first-generation, adult, or transfer students, in an educational setting

• Work experience in orientation, enrollment services, or other related student affairs area

• Minimum 1 year of professional experience or 2 years as student employee in an administrative, operations, or student services role

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meetALLrequired qualifications.

Preferred Qualifications

• Experience with supervision and/or performance evaluation processes.

• Experience utilizing financial or enterprise systems to manage budgets (e.g., Banner, Workday, or similar platforms)

Work Hours

• Full-time, 40 hours per week, Exempt

• Monday - Friday, 8am - 5pm

• Evenings and Weekend Work: As needed; occasional evening and weekend work for events

• Schedule: Hybrid schedule (on-campus and remote) available for this position.

• Travel: Rarely

Salary for Announcement

We anticipate the qualified candidate to be placed between $52,934-$66,167. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Full Consideration Date

Instructions to Apply

For full consideration, please submit the following documents:

• Resume

• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

Official transcripts will be required of the candidate selected for hire.

If you are an Internal applicant, please apply via the Jobs Hub tab within the WorkDay Menu

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meetALLrequired qualifications.

Open Until Filled

The University's benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as accessto a long-term disability (LTD) plan.Visit MSU Denver'sbenefits websiteto learn more.

For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf.

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu.

Background Checks

Metropolitan State University of Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To Assist in achieving that goal, we conduct background checks on all finalists for positions at the University prior to employment.

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.