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COORDINATOR, COLLEGE RELATIONS

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Position Details

Position Information

Position Title COORDINATOR, COLLEGE RELATIONS
Position Number ECORLEM10226
Slot Number 34
Job Description Summary

The purpose of this position is to provide complex financial and administrative services for the Executive Director of Strategic Communication and Government Relations. This position is the liaison between the office and College President, President’s Executive Team, Board of Regents, Foundation Board of Trustees, television/radio/print media, vendors, students and general public. Also a key position tasked with supporting a fast-paced staff of creative professionals with multiple deadlines for which priorities may shift throughout the day.

Required Job Knowledge, Skills, Abilities

Proficient in the use of Microsoft Excel, Outlook and Word. Excellent customer service skills with ability to communicate courteously and effectively with students, faculty, staff, and public. Detail-oriented. Strong written and verbal communication skills. Ability to maintain confidentiality. Ability to manage multiple tasks/projects in a high-paced, high performance office setting.

Minimum Qualifications

Bachelor’s degree. Three years of related experience to include working in a business or accounting administrative setting.

Preferred Qualifications

Experience with Colleague financial system. Experience handling sensitive/confidential information.

Job Duties

Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

Job Duty

Responsible for overseeing $1 million plus budget expenditures for the fifty College Publications/Promotions major accounts and Office Management accounts. Reconcile balances weekly for most of budget year and daily during last weeks of budget year and make transfer requests so that funds required to pay for projects are sufficiently encumbered. Manage and account for use of Office College credit card for purchases relating to travel, training, special events and subscriptions, which in includes reconciling monthly charges and providing accurate documentation. Prepare budget status reports to keep office updated on project budgetary statuses.

Percentage Of Time
Essential Function? Yes
Job Duty

Collaborate with Associate Director for College Relations and Associate Director for Media Relations with vendor contracts for purchase $15,000-$50,000 with the responsibility to ensure vendor agreements/ quotes have complete information required for final signatures.

Percentage Of Time
Essential Function? Yes
Job Duty

Responsible for obtaining required quotes from vendors on purchases less than $15,000 following the College’s “Open Market Purchasing Policy", using specifications as provided by Associate Directors. Responsible for processing complex requisitions assigning appropriate account numbers, maintaining vendor files, tracking vendor payments and matching and processing invoices. Responsible for conducting and processing annual inventory reports. Work directly with Purchasing on accounting and reconciling inventory on major equipment. Establish in –house inventory procedure based upon College inventory guidelines and time frame.

Percentage Of Time
Essential Function? Yes
Job Duty

Responsible for creating and managing filing systems for extensive departmental electronic and paper files, such as, but not limited to DMC/TV video productions, budget, college promotional photos, advertising, marketing, legislative/ governmental communications, Del Mar College Board relations. Establish and populate major electronic files on department-dedicated server, as well as responsible for conducting all Records Management processes and completing all necessary paperwork. Responsible for managing the Department assessment processes, including setting timeline requirements for updating information and communicating timeline requirements to the Executive Director and Associate Directors. Assist with developing and maintaining assessment plans detailing outcomes and measures to reach Department and College goals. Collect progress reports for the outcomes and measures used to determine findings and how findings will be used to improve effectiveness. Review information and format. Enter information in the Assessment Software program and ensure all the reports are complete and accurate.

Percentage Of Time
Essential Function? Yes
Job Duty

Liaison between the office and College President, President’s Executive Team, Board of Regents, Foundation Board of Trustees, television/radio/print media, vendors, students and general public. Assist College Relations Office staff.

Percentage Of Time
Essential Function? Yes
Job Duty

Exercise complex capacity in judgment and discretion in managing information, workflow and staff to ensure sensitive issues are dealt with to meet deadlines and obligations that may change from hour to hour. Manage information flow for production of the College catalog. Respond to support requests from Regents, determining appropriate priorities for various media requests and ensuring all the staging equipment and supplies for a special event are ordered and delivered on deadline.

Percentage Of Time
Essential Function? Yes
Job Duty

Understand the institutional priorities to the extent necessary to channel multiple communications in the same hour to various members of the team, equipping each member with the background information necessary to fulfill necessary tasks. Ensure appropriate follow-up of projects as part of a complex program of work.

Percentage Of Time
Essential Function? Yes
Job Duty

Responsible for arranging travel, scheduling event registrations, arranging payments, reconciling reimbursement receipts and forms for all department personnel, using College E-travel software and adhering to College travel policy and procedures.

Percentage Of Time
Essential Function? Yes
Job Duty

Responsible for coordinating events and meetings by arranging for facilities, equipment and catering.

Percentage Of Time
Essential Function? Yes
Job Duty

Responsible for coordinating department facility needs, such as repair requests, space needs, equipment placement, reorganization when required because of added staff or new equipment additions; ordering supplies/equipment and maintaining inventories and service needs requests including reconciling office supply fund accounts to ensure sufficient funds to maintain office operations.

Percentage Of Time
Essential Function? Yes
Job Duty

Supervise part-time office assistants, student assistants and consultants. Train, monitor work performance and hours worked, plus track, verify and approve weekly time cards.

Percentage Of Time
Essential Function? Yes
Job Duty

General office duties such as oversee front desk, answer calls. Receive visitors. Order office supplies and maintain inventories. Coordinate weekly staff meetings by collecting information from all staff members for the weekly agenda. Maintain office equipment. Process repair requests as needed and monitors progress.

Percentage Of Time
Essential Function? Yes

Job Requirements

Supervision of Employees Yes
Human Collaboration
Decision Making and Independent Judgment
Budget Responsibility Monitors budget expenditures for consumable goods and requisitions for a department.
Other Requirements

Physical Demands

Physical Demands

Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation.

Physical strength for this position is Sedentary - Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

Machines, Tools, Equipment, Software, and Hardware

Machines, Tools, Equipment, Software, and Hardware

Computers, printers and related Microsoft software programs

Protective Equipment Required

None

Health and Safety Factors

Mechanical Hazards N - Never
Chemical Hazards N - Never
Electrical Hazards N - Never
Fire Hazards N - Never
Explosives N - Never
Communicable Diseases N - Never
Physical Danger and Abuse N - Never

Environmental Factors

Respiratory Hazards N - Never
Wetness/Humidity N - Never
Noise and Vibration N - Never
Physical Hazards N - Never
Extreme Temperatures N - Never

Non-Physical Demands

Time Pressure
Emergency Situation
Frequent Change of Tasks
Irregular Work Schedule/Overtime
Performing Multiple Tasks Simultaneously
Working Closely with Others as Part of a Team
Tedious or Exacting Work
Noisy/Distracting Environment

Primary Work Location

Primary Work Location Office Environment