Administrative Coodinator

Entech Staffing Solutions is seeking an Administrative Coordinator for the Technology Division at a local education institution in Flint, MI. This is a full-time, contract position. Hours: Mon-Fri, 8a-5p. Pay Rate: $19.38/hr

Purpose of Role/Temporary:

The person in this position is responsible for providing high quality assistance to the Dean, faculty and students of the Technology Division in a team-oriented environment. The person in this position assists with the effectiveness and efficiency of the division operations, which includes providing positive customer service to students, faculty, and visitors to the division.

The Technology Division is supported by two support staff. The person in this role is responsible for the weekly office management of the Automotive Technology Service Lab Office including accounting, advertising, bookkeeping, communicating with customers, scheduling service appointments and maintenance of audit compliance files/records. The Automotive program is accredited and the person in this role will assist with the document management for keeping the accreditation current and relevant. In addition to the automotive service floor, the person in this position is responsible for assisting the Dean with faculty needs and requests.

Job Duties/Key Responsibilities:

1. Manage the Automotive Technology Service Lab Office

   a. Schedule all repair work to be done for all customers.

   b. Maintain the Automotive Service Floor Software. Enter all automotive service related data into the database and run all necessary reports.

   c. Receive and reconcile all monies for the services rendered and work with the cashiers office to get the monies deposited into the correct account(s).

   d. Monitor BPO’s and accounts related to the service floor.

   e. Maintain accurate communication with the instructor, customers and third party vendors regarding service floor activity.

   f. Advertise available automotive repair service by creating flyers, social media posts, and other communication tools.

   g. Assist with document management for keeping the accreditation current and relevant.

2. Coordinate with program coordinators to prepare for all advisory board meetings including invitations, agendas, arrange food service, receive RSVPs, attend the meetings, take minutes, and provide the minutes to the Dean and the program faculty within one week of the meeting. **Advisory board meetings may take place after 5pm.

3. Serve as one of several points of contact for faculty, staff, students, and the public seeking assistance or information about the Technology Division. This will include answering phones and returning voicemail, responding to social media inquiries for the technology division, answering emails, responding to faculty and faculty related requests, and greeting and assisting students, staff, and visitors to the office.

4. Monitor absence line/email and coordinate substitutes that are unable to teach assigned classes, contact and secure substitute teachers, with Dean’s approval.

5. Contact students regarding any changes to scheduled classes.

6. Secure textbooks request information from instructors, coordinate with the bookstore representatives to ensure availability of books.

7. Sort and distribute incoming mail and make campus deliveries.

Position Requirements:

Minimum Requirements:

1. Associates degree or equivalent experience (defined as at least 2 years of recent experience working in a similar role or position).

2. Minimum of 1 year experience in receiving and reconciling monies such as retail experience, cash handling, operating point of sale systems, customer service, etc.

3. Experience working in a digital office environment

4. Proficiency in using Google Sheets and Docs

Preferred Requirements:

1. Comfortability with telecommunications and scheduling appointments for others

2. Experience with creating foundational relationships with students, employers, and other community partners

3. Social media and networking experience.

4. Demonstrated experience working successfully in a high stress environment, handling multiple tasks and projects simultaneously. Ability to perform on-time delivery of projects.