Office Coordinator – Req. 7185

Special Instructions to Applicants:

The budgeted hiring salary/target range for this position is from the $31.20-$35.00/hourly, with salary placement based on skills, knowledge, and experience.

Position Summary:

Under the general supervision of the Strategic Business and Analytics Manager for Fleet & Transit (F&T), ensure that the Director’s office for Fleet and Transit is appropriately supported at all times. Provide administrative, analytical, and technical support to the Director in order to facilitate the day-to-day operations of F&T and the Director’s office. Manage the Director’s calendar by scheduling and setting up meetings, managing the management team’s out-of-office calendar, and organizing departmental, intra-campus, and system-wide meetings and events. Perform administrative tasks that require excellent written and communication skills, initiative, discretion, and the ability to interact with all levels of the University community. Coordinate the respond to inquiries from campus administrators, transit riders, sustainability advocates, staff members, etc. Perform special and ongoing projects requiring research, data collection and detailed quantitative analysis, following departmental guidelines, vehicle lifecycle standards, BruinBus service delivery policy, and other university policies and procedures and strategic initiatives. Inform the Director, Strategic Business and Analytics Manager and/or appropriate F&T manager of urgent or evolving issues requiring an immediate or timely response or that may require involvement by a higher authority. Compose correspondence for the Director’s signature and prepare executive level presentations, correspondences, and written materials. Assist in developing unit-level operating procedures and updating our internal intranet site with these and other key administrative items. Support the management of external facing content. Produce concise, diplomatic, and astute minutes from meetings. Research and vet information contained in Fleet & Transit related studies/plans/reports and serve as a conduit and liaison for F&T with entities such as the Vehicle Service Advisory Board, Government & Community Relations, etc. Respond to campus emergencies during regular business hours and after hours. Perform other duties as assigned.

Required:

• 1. Ability to perform multiple complex tasks and establish priorities which accurately reflect the relative importance of job responsibilities and accomplish departmental goals and objectives.
• 2. Ability to handle highly confidential matters with tact and diplomacy and to maintain confidentiality of information as needed to ensure the rights of individuals or the University.
• 3. Communications development skills to convey information clearly, concisely, and accurately. This includes use of appropriate tone to ensure that the message is delivered and received as intended. Writing, editing, and proofreading skills, including skill and diplomacy sufficient to take detailed minutes from lengthy, (sometimes) politically charged meetings and to compose concise, logical, and grammatically correct reports, correspondence
• 4. Interpersonal skills to establish and maintain professional and effective working relationships with co-workers, customers, vendors, and staff at all levels of the University and the campus community at large in a customer-oriented environment. Ability to screen, prioritize and direct phone calls and messages.
• 5. Skill in listening perceptively, conveying awareness, grasping concepts, and comprehending procedures and instructions to carry out assignments. Ability to remain calm and focused, in an extremely hectic, fast-paced environment.
• 6. Skill in analyzing data, developing reports, presenting findings, and making recommendations to leadership. This includes the development of presentations.
• 7. Ability to interact with persons of diverse social, cultural, economic, and educational backgrounds for the purpose of obtaining information from and conveying information to staff at all levels, customers, and visitors; addressing and/or resolving complaints
• 8. Skill in operating a personal computer utilizing programs such as Microsoft Word, Excel, PowerPoint, Publisher, Visio, Adobe Photoshop, Adobe Illustrator, Sharepoint, and Adobe Acrobat in a network environment, sufficient to independently produce required document.
• 9. Skill in coordinating and managing calendars and meetings for various staff members, including identify appropriate attendees based on the content for discussion.
• 10. Ability to define and analyze technical problems using logic and quantitative reasoning, and to make recommendation for resolutions to leadership. Demonstrated organizational and problem-solving skills, which include analyzing information, practices, procedures, problems, and situations to identify alternatives and consequences.
• 11. Ability to coordinate and develop correspondence and presentations from multiple sources, including being able to filter out sensitive information based on the audience that will be receiving the said information.

Preferred:

• 3-5 years administrative experience
• 1-2 Years experience in the fleet, transit, or transportation industry
• Knowledge of campus administration and organizational structure, including demonstrated knowledge of University policies, procedures and processes.