Placement Coordinator

ESSENTIAL DUTIES and RESPONSIBILITIES:  Include, but are not limited to, the following: 

• Monitors and processes departmental information and data and other related forms and documents.
• Establishes and maintains a database or filing system.
• Gathers data from various sources, compiles or consolidates, posts and updates information to related software, databases or systems.
• May assist in prioritizing, planning, scheduling, arranging and executing details for events or meetings including logistical requirements scheduled by the department.
• Creates and/or distributes communications or promotional materials, including use of social media platforms.
• Communicates details and ensures all parties are well informed of progress.
• Monitors and manages progress acquiring necessary information or details as necessary, refers information to appropriate stakeholders, elevates problems as designated.
• Resolves issues or problems within scope of authority.
• May review or reconcile invoices, vouchers, expense reports, etc. and submits to accounting for payment and follows up as necessary with vendor or accounting.
• May act as liaison, organizer or point of contact for facilities management requests, office moves, telecommunications requests or other work requests.
• Answers inquiries concerning the status of various reports, documents, contracts, persons or the information contained on records; interprets policies concerning the various records maintained.
• May recommend improvements in work flow and processes to improve efficiency.
• Collects and extracts data from records for various reports; tabulates data; checks tabulated data for accuracy and completeness.
• May access University-proprietary software for purchasing, scheduling meetings, accessing student records, facilities management, timekeeping/payroll, etc.
• May maintain SLAs for the department.
• Retrieves information and may summarize data for reporting purposes.
• Verifies information contained in the systems for legitimate requests for such information.
• May maintain and replenish supplies for the department or office.
• Assists in creating performance metrics, efficacy reports and other reports, charts, graphs and correspondence.
  
   

SUPERVISORY RESPONSIBILITIES:   Position has no direct supervisory responsibilities but may have to assist in mentoring, or providing instructional coaching to less experienced staff members.

 QUALIFICATIONS:  The requirements listed below are representative of the knowledge, skills, and/or abilities required to successfully perform the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills  and Abilities:

• An attention to detail, thoroughness and accuracy with ability to manage multiple tasks, projects, responsibilities, sources of information simultaneously while meeting deadlines.

• Considerable knowledge of administrative or organizational practices.
• Ability to cope effectively with changing priorities and interpret ambiguous information or direction.
• Knowledge of University and departmental policies and procedures, and regulations which may affect departmental policy.
• Computer proficient with MS Office, internet, email and database software including ability to operate a keyboard and manipulate data; and a familiarity with office machines.
• Ability to establish and maintain recordkeeping/databases systems, retrieve information and prepare reports, graphs, charts and metrics.
• Ability to plan and coordinate event, meeting and conference details.
• Ability to work independently or effectively in a team environment.
• Good interpersonal skills and ability to establish and maintain effective working relationships with internal or external contacts and stakeholders.
• Good communications skills with a good command of the English language.
• Ability to communicate, verbally and in writing, in other languages is helpful but not required.
• Ability to recognize and maintain the confidentiality or sensitivity of information contained in databases or records.
• Must pass background investigation.

Education and/or Experience: 

• Bachelor's Degree strongly preferred.
• Prior administrative/office work experience.
• An equivalent combination of directly-related work experience and training/education from which comparable knowledge, skills and abilities have been achieved may be substituted upon supervisor’s approval.

​Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The following physical demands are estimated by the amount of time spent.  Usually, the amount of time spent will be estimated on a daily basis, but depending on the position could be estimated on a weekly basis or a monthly basis.

• Work is characterized as more than 50% sedentary at a desk.

• Work and tasks frequently involve the use of a computer, monitor, keyboard and mouse or mouse pad and/or mobile device.
  • Frequently uses hands, fingers, wrists, forearms, shoulders, neck while using a QWERTY keyboard, mouse or mouse pad or other pointing technology.
  • Frequently uses close-up vision to view, read, observe, review, compare, identify, interpret, research, report, sort, revise, analyze, select data and data elements on monitors.

• Work involves frequent communications to relay information, recommendations, suggestions, interpretations of data, and/or instructions to or with users, management, staff, team members using a variety of means such as telephone, one-on-one and group meetings, web conferencing, mobile device (texting/IMing) and other means as available with technology.
• Work occasionally involves the ability to move about the office or move about the campus or other GCU facilities which may include use of elevators and/or climbing stairs.
• Work may include operating transportation to move about the campus such as a golf cart, or otherwise self-locomotion.
• Work occasionally involves operating standard office machines:  fax machines, telephone, copiers, bindery machines and other office devices.
• Work occasionally involves accessing records from traditional file cabinets such as lateral or vertical cabinets.
• Work occasionally involves lifting, moving or carrying items, climbing, reaching downward, outward and upward, kneeling, squatting, crawling, stooping, bending, pushing, pulling; may move, lift or carry up to 35 pounds.
• Work constantly involves mental acuity requiring planning and organizational skills, spatial recognition and placement skills, decoding information, using critical thinking skills to determine logical sequences and paths for processes, language comprehension, and to formulate sound conclusions, and concentration/focus on the task at hand; prioritizing work, tasks and activities in a logical manner and meeting deadlines and project timelines; multi-tasking; accuracy and thoroughness; solving problems and issues; utilizing math to conduct simple calculations or calculations; using creativity for problem solving and formulating logical recommendations.
• #INDLOPESUP