TEMPORARY - Administrative Coordinator II

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Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:

Coordinates a variety of administrative functions in support of the College of Dental Medicine senior management, including providing high level customer service to internal and external contacts

Job Category: Non-Exempt

Hiring Range: 

Pay Basis:  Hourly

Subject to Grant Funding? No  

Essential Job Functions: 

1. Assists Principal Investigators in the preparation of grant proposal and grant certifications to ensure timely compliance.

2. Manages students’ lockers issues, prepares work orders and annual lockers switch over from junior to senior students.

3. Prepares and sends monthly Simulation Lab schedules to faculty and students.

4. Coordinates activities / functions for dental school deans and other senior leadership within NSU as well as between NSU and external contacts such as students, patients, and other governing representatives.

5. Responds to inquiries and resolves complex problems requiring in-depth understanding of work-area policies and procedures to ensure questions are answered and issues resolved timely.

6. Reviews data, follows up on discrepancies, and maintains records in management database systems to ensure accuracy.

7. Enters data and generates reports from NSU specific software systems to ensure accurate processing and record-keeping.

8. Coordinates travel arrangements to ensure efficient use of management's time.

9. Processes financial transactions such as check requests, purchase orders, travel reimbursements to ensure timely record-keeping.

10. Coordinates and monitors the schedule of assigned administrator and/or any others.

11. Performs general office duties, such as ordering supplies (lab coats, business cards, etc.), and performs basic bookkeeping work.

12. Coordinates accreditation activities.

13. Completes special projects as assigned.

14. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

2. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.

3. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

4. Computers and Electronics - General knowledge of computer hardware and software, including applications, programming, and/or systems configuration.

5. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).

6. Knowledge of grant funding policies and procedures and applicable local, state, federal and university regulations.

Skills:
1. Service Orientation - Proficient skills in actively looking for ways to help people.

2. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.

3. Time Management - Proficient skills in managing one's own time and the time of others.

4. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.

5. Speaking - Proficient skills in talking to others to convey information effectively.

6. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

7. Reading Comprehension - Proficient understanding of written sentences and paragraphs in work-related documents.

Abilities:
1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

2. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.

3. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

Physical Requirements and Working Environment:
1. Speech Recognition - Must be able to identify and understand the speech of another person.

2. Speech Clarity - Must be able to speak clearly so others can understand you.

3. Near Vision - Must be able to see details at close range (within a few feet of the observer).

4. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.

5. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to nitrile gloves, dental materials, pens, pencils, mobile devices, and computer keyboards.

6. Must be able to work in a clinical setting.

7. Travel - Must be able to travel on a daily and/or overnight basis.

8. May be required to work nights or weekends.

Required Certifications/Licensures: 

Required Education: High School Diploma or equivalent

Major (if required: 

Required Experience: High School Diploma and four (4) years of experience providing administrative support for research and/or grants and experience managing/coordinating numerous functions.

- OR –

Associate degree and three (3) years of experience providing administrative support for research and/or grants and experience managing/coordinating numerous functions

-OR-

Bachelor's Degree and one (1) years of experience providing administrative support for research and / or grants and experience managing/coordinating numerous functions.

Preferred Qualifications: 

Is this a safety sensitive position? No  

Background Screening Required?  No  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.