Office Coordinator

Company:
Cornerstone University

Job Location:
Grand Rapids, 49525

Category:
Transportation and Parking

Type:
Full-Time

SUMMARY

The Office Coordinator, reporting to the Director, provides support to the staff of Facilities & Physical Plant.

This support is through customer contact via the phone, in person at the window, email, and the work order system. This role is responsible for taking care of weekly invoices, CU vehicle reservations, general office procedures, and an assistant budget manager for various campus budgets including department budgets.

Having a basic knowledge of fleet & property insurance and risk management.

SALARY: $18.00-19.00/hour

CLASSIFICATION: Full-time, Hourly

REPORTS TO: Director of Facilities & Physical Plant

DEPARTMENT: Facilities & Physical Plant

ESSENTIAL DUTIES AND RESPONSIBILITIES

General:

• Assists Director and Department Managers with organization, invoices, filing and other responsibilities.
• Assists Director with interviewing and onboarding new staff for each department
• Assists Maintenance Manager with the Work Order System
• Inventory Management for all Facilities & Physical Plant office & breakroom supplies.
• Maintains and organizes key box/key cards to assist vendors and staff efficiently
• Manages vendor check in and check out on campus
• Assists Maintenance with key requests and maintains key inventory for CU Staff
• Serves as assistant to Director in various tasks across campus
• Makes announcements on MyCU as needed for each department
• Accomplishes organization goals by accepting ownership for accomplishing new and different requests.
• Receives incoming packages/inventory and organizes as needed
• Maintain the On-Call schedule and participate in the rotation.

Financial:

• Manages invoices for maintenance team and office
• Processes invoices from each department within Facilities & Physical Plant for payment to various vendors.
• Reviews account statements and ensures all outgoing and incoming payments are accounted for.
• Work closely with accounting on payments, invoice collection, yearly reporting required by IRS, and other various accounting responsibilities
• Maintain detailed records of various projects, requisitions, and invoices
• Manage the Purchase Order process within Facilities & Physical Plant and the Accounting Office
• Works with Accounting to set up new vendors in the system
• Assist Director with managing and reconciling various campus/project budgets.
• Maintain contract documents and budget information for Facilities & Physical Plant

Vehicle Fleet:

• Manages online Van Training for qualified drivers. Also work closely with the insurance company & risk committee.
• Maintains the Fleet Schedule for various CU events. (Resource Scheduler)
• Work with the Cornerstone Mechanic on vehicle issues, maintenance, and schedule.
• Maintain Vehicle Reports for fleet vehicles; monitors fleet and vehicle fuel usages and fleet credit cards. (Report to Accounting monthly vehicle charges & credit card charges)

Insurance/Risk Management:

• Meet with insurance adjusters.
• Submit appropriate documentation to insurance for each claim.
• Analyze possible risks.
• Evaluate the gravity of each risk.
• Audit process and procedures.
• Develop risk management controls and systems.
• Design processes to eliminate or mitigate potential risks.
• Manage property & vehicle insurance claims for the university.
• Active Risk Committee member.
• Work with insurance company on risk, insurance claims and other various questions.
• Other duties as assigned.

QUALIFICATIONS:

• 2 to 3 years related office experience.
• Computer skills in Microsoft Office products such as Word, Excel, and PowerPoint
• Ability to work independently and strong decision-making skills
• Good written and oral communication skills
• Ability to handle diverse workload

PREFERRED QUALIFICATIONS

• Experience in Accounts Payable
• Associates Degree

ESSENTIAL QUALIFICATIONS:

• A personal relationship with Jesus Christ and an active Christian commitment.
• A theology that supports the values and mission of Cornerstone University core commitments evidenced by an ability to affirm and sign the university's doctrinal statement, "The Cornerstone Confession."
• Four other foundational pillars, along with the university's mission and confession, form Cornerstone's Core Commitments.
  • The Cornerstone Christian World View
  • The Cornerstone Academic Vision
  • The Cornerstone Beautiful Christian Community
  • The Marriage and Human Sexuality Position Statement

These core commitments convey who we are, what we believe and how we live and work together in community. Employees are expected to faithfully attend an evangelical and biblical church whose core beliefs and practices are consistent with Cornerstone's confession and core commitments.

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