WILDCAT LEADERSHIP CENTER
OFFICE OPERATIONS COORDINATOR
Under general supervision responsible for the efficient operation of the Wildcat Leadership Center.
Provides essential front line administrative support to the AS programs within the the Wildcat Leadership Center to include inventory, data and technology requests, infrastructure management, submitting work orders and mail distribution.
Coordinate all travel arrangements for designated individuals. This includes reservations, preparing required travel authorizations/reports, and submitting receipts to Accounting. Responsible for following established travel policy and procedures and meeting established deadlines.
Processes employment and scholarship paperwork for designated programs as needed. This includes posting student employment opportunities, preparing employment documents (hires, changes, terms), and processing all onboarding and off boarding paperwork and logistics in the Wildcat Leadership Center.
Performs fiscal operations including processing Revenue Sharing and other funding payments by ensuring proper documentation, verifying club status, and submitting to Accounting following established policy and procedures and meeting established deadlines.
Make purchases for events, supplies and services. Process corporate purchases, reimbursements and check requests for professional staff within the WLC.
Assist in the enrollment, grading and record management of unit bearing internships.
Manages office access and infrastructure needs for authorized individuals.
Schedules repair, data, computer, mail distribution and maintenance work for AS programs within the WLC.
Monitors printing/copying and office supplies budget for the Wildcat Leadership Center.
Attends staff meetings, takes minutes and follows up on action items.
Prepares correspondence and other documents from rough draft to final form utilizing MS Office.
Assists with preparation and disbursement of agendas, minutes and correspondence for the Government Affairs office. Research and prepare reports on assigned topics as required.
Retains accurate and detailed records as required.
Coordinates room reservations, equipment acquisition, catering requests and trainings as needed (i.e. safety training, holiday receptions, etc.).
Maintain communication infrastructure and website updates.
Assist WLC staff with preparing, sending, and tracking agreements and contracts through paper-based and digital platforms.
Monitor expiration dates for certificates of insurance and contracts and assist programs with updating these as well.
Other duties may be assigned
CLASSIFICATIONS DIRECTLY SUPERVISED
TYPICAL WORKING CONDITIONS
Work is performed in an open, cubicle type setting; above average noise level; continuous contact with staff, campus community, and public.
TYPICAL PHYSICAL REQUIREMENTS
Sit for extended periods; manual dexterity and eye-hand coordination; verbal and written communication; use of office equipment including computer terminals, telephones, copiers, and FAX. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Policies, procedures, and operations of the department or program to which assigned
Modern office methods, procedures, and equipment
Computer systems and software applications, including Microsoft Word, Teams, Excel, BOX, ZOOM and others related to office support and administrative function
Filing methods and record keeping systems to maintain compliance
Receptionist and telephone use
Correct English usage spelling, grammar, and punctuation
Perform a variety of office and program support assignments with minimal supervision
Prepare documents and reports with accuracy and timeliness
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions
Follow oral and written directions
Operate a variety of office equipment
Operate a computer and applicable software (i.e.Outlook, Word, Excel, scheduling software, etc.)
Talk to and interview others to obtain or exchange information
Develop and maintain effective working relationships with the campus community, general public, co-workers, and those contacted during the course of work
Work well under pressure: multitask, be flexible while meeting multiple and sometimes competing deadlines
Demonstrate cooperative behavior with colleagues and supervisors
Minimum Education and Experience Requirements:
One (1) year of increasingly responsible full-time or part-time equivalent experience in a variety of office administrative support work.
High school diploma or equivalent.
Possession of a current and valid California driver’s license with an acceptable driving record and insurance coverage is preferred.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.
How to Apply: To be considered, you must submit an application in full and attach a resume to https://secure4.saashr.com/ta/6164509.careers?CareersSearch.COVID-19 vaccination or approved exemption. Vaccination proof required upon hire.Minimum Education and Experience