Coordinator of Office Services

Job Summary:

The Coordinator of Office Services manages and coordinates the administrative and operational functions of both the Neeley IT department and the Neeley Certification Department. The position is responsible for implementing departmental processes, coordinating certification and program activities, maintaining the integrity of departmental records and systems, monitoring budgets and financial transactions, producing operational reports, and serving as a primary liaison among students, faculty, staff, university offices, and external stakeholders.

The Coordinator of Office Services evaluates departmental needs, resolves complex operational issues, recommends and implements process improvements, and ensures that departmental activities are completed accurately, efficiently, and in accordance with university policies and applicable program or certification requirements. The position also coordinates the work of student employees and provides administrative continuity for the department.

Duties & Essential Job Functions:

Department Operations and Program Coordination

1. Coordinates the day-to-day administrative and operational activities of the department, establishing priorities, maintaining workflows, and ensuring that departmental deadlines and objectives are met.
2. Coordinates departmental certification, program, or student-service processes from initiation through completion, including communicating requirements, monitoring progress, resolving exceptions, and maintaining complete and accurate records.
3. Serves as a primary departmental resource for students, faculty, staff, university offices, and external stakeholders; interprets departmental and university procedures, responds to complex inquiries, and resolves operational issues.
4. Develops, documents, implements, and maintains departmental procedures. Evaluates existing practices and recommends changes to improve service, accuracy, efficiency, and compliance.
5. Coordinates departmental projects and special initiatives by developing timelines, identifying required resources, monitoring deliverables, communicating with stakeholders, and resolving issues that may affect completion.

Systems, Records, and Reporting

1. Manages departmental records and information systems by entering, reviewing, analyzing, verifying, and maintaining data; establishes quality-control procedures and resolves data discrepancies.
2. Produces and analyzes recurring and ad hoc reports to monitor departmental activity, identify trends, evaluate progress toward objectives, and support management decision-making.
3. Maintains confidential student, personnel, financial, and departmental information in accordance with university policies and applicable privacy requirements.
4. Coordinates departmental website and communications content, ensuring that information is accurate, current, accessible, and consistent with university standards.

Budget and Administrative Management

1. Coordinates departmental financial activities by monitoring budgets and expenditures, processing invoices and purchase orders, reconciling transactions, maintaining supporting documentation, and communicating with university financial offices.
2. Reviews departmental transactions for accuracy, appropriate authorization, available funding, and compliance with university policies; researches discrepancies and initiates corrective action.
3. Coordinates contracts, purchasing, reimbursements, travel arrangements, facilities requests, equipment, and departmental inventory.
4. Maintains departmental calendars and coordinates meetings, events, facilities, and resource availability involving multiple internal and external participants.
5. Primary contact for the Neeley School IT-related contracts

Student Employee and Departmental Support

1. Coordinates the work of student employees, including participating in selection, providing orientation and training, assigning and reviewing work, monitoring schedules, and providing feedback on performance.
2. Provides administrative guidance and operational support to faculty and staff; identifies departmental needs and independently addresses routine operational matters.
3. Represents the department on assigned committees, working groups, or cross-functional initiatives and communicates relevant decisions and requirements to departmental stakeholders.
4. Performs other related duties as assigned.

Required Education & Experience:

• Associate degree and 3 plus years of experience in general office management and administrative support, including supervisory experience.
  OR
• High School Diploma and 5 plus years of experience, in general office management and administrative support including supervisory experience.

Preferred Education & Experience:

• Bachelor’s degree in business administration, higher education, communications, management, or a related field.
• Experience in higher education or an academic department.
• Experience coordinating certification, accreditation, student-service, or compliance-related processes.
• Experience with university information systems, reporting tools, financial systems, or customer-relationship-management systems.
• Experience training or coordinating student employees.  

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of departmental and program operations.
• Knowledge of budgeting, purchasing, reconciliation, and basic accounting practices.
• Knowledge of records administration, data integrity, and confidentiality requirements.
• Skill in analyzing information, identifying trends, and preparing reports.
• Skill in coordinating projects involving multiple stakeholders and deadlines.
• Skill in interpreting and applying policies, procedures, and program requirements.
• Skill in resolving complex administrative and operational problems.
• Skill in written and oral communication.
• Skill in Microsoft Office, particularly Excel, Word, Outlook, and related systems.
• Ability to exercise independent judgment and make operational decisions within established authority.
• Ability to evaluate processes and implement improvements.
• Ability to manage competing priorities with limited supervision.
• Ability to develop effective working relationships with students, faculty, staff, university offices, and external stakeholders.
• Ability to handle sensitive and confidential information appropriately.
• Ability to train, coordinate, and review the work of student employees.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
• This role is an on campus, in-person position.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.