Office Coordinator III

The Office Coordinator provides comprehensive administrative, operational, and student support coordination for the Apartment and Off-Campus Living team and departmental operations within Residential Living. This position serves as a central point for office operations, front-facing service delivery, and cross-functional communication supporting approximately 2,500 students living on South Campus and 13,000+ off-campus and commuter students.

The Office Coordinator ensures continuity of operations, supervises student staff, manages key administrative and operational processes, and supports the implementation of departmental and divisional initiatives. The position also manages South Campus key office operations during the summer, including oversight of key distribution and collection processes, supervision of key office student employees, and providing secondary support during the academic year.

This role requires independent judgment in responding to inquiries, coordinating workflows, and resolving complex or sensitive concerns while maintaining alignment with university policies and procedures. Evening and weekend hours are infrequent but may be required based on operational needs, particularly during peak move-in periods during the summer and academic year.

Education and Experience

• Associate's degree required.
• 2- 4 years of administrative experience working in an office environment, preferred.

Skills and Knowledge

• Demonstrated knowledge and understanding of standard office practices and procedures.
• Demonstrated customer service experience and ability to communicate interpersonally with various internal and external constituents in-person, via email, and via phone.
• Demonstrated ability to work in a large, diverse, fast-paced environment.
• Ability to meet established deadlines, set and manage multiple priorities, and plan effectively.
• Demonstrated ability to supervise student staff.
• Excellent communication skills and team-oriented approach to collaborating with colleagues and stakeholders.
• Demonstrated ability to manage confidential information.
• Demonstrated proficiency in Office 365 (Word, Excel, PowerPoint), Teams, Zoom, and email.
• Ability to be taught and trained on new software and computing programs specific to the department and/or university.
• Demonstrated ability to adhere to university and departmental standards for attendance.

Responsibilities

Office Operations and Administrative Coordination:

• Coordinate daily office operations, ensuring efficient workflow and consistent service delivery.
• Manage central communication channels (email, phone, in-person), including triage and response to inquiries.
• Schedule meetings, coordinate room reservations, and manage catering logistics for programs and initiatives.
• Responsible for the financial and logistical aspects of event management: site reservation, catering, tent rentals, and other related event implementation requirements. Such events include but are not limited to off-campus welcome; South Campus welcome; off-campus housing fairs; program and tabling initiatives.
• Serve as liaison with campus partners, including Student Engagement, Housing, Fire & Life Safety Services, and Campus Catering, to coordinate logistics and support office and departmental initiatives.
• Ensure office readiness by opening, closing, and maintaining a professional and functional environment during business hours.
• Support implementation of office initiatives and special projects by coordinating logistics, tracking follow-up, and assisting with completion of assigned deliverables.

Student Staff Supervision and Human Resources Coordination:

• Hire, train, supervise, and evaluate front office student employees (typically up to 10), and supervise key office student employees during summer operations, ensuring consistent service delivery and operational continuity.
• Hold student staff accountable to position and departmental expectations, including attendance, service standards, and job performance.
• Oversee scheduling and ensure consistent office suite front desk coverage and adherence to service expectations.
• Process payroll approvals for student employees and community ambassadors.
• Coordinate student hiring and onboarding processes in the Human Resources system.
• Provide ongoing coaching, guidance, and performance feedback to student staff.

Operational Coordination and Systems Management:

• Coordinate scheduling and tracking of 1,000+ annual South Campus health and safety inspections, in collaboration with Fire and Life Safety Services.
• Maintain and reconcile departmental budgets, run transaction reports and provide regular updates to support accurate and timely financial tracking.
• Manage South Campus key office operations during summer, including supervision of student staff, provide direct operational coverage in the absence of student employees to ensure uninterrupted service, prepare summer session key packets, and coordinate summer key and core changes.
• Provide secondary operational support for South Campus key office functions during the academic year, including assistance with staffing, student service, and continuity of operations when needed.
• Support move-in and move-out operations, including key distribution and collection processes.
• Utilize systems (Maxient, Roompact, StarRez) to track student concerns and support communication and operational processes.
• Manage procurement and maintain inventory of office and program supplies.
• Serve as secondary staff member in supporting main campus and residence hall supplies procurement, during times of vacation/eaves of main office administrative staff.

Student Support, Front Desk Oversight, and Education:

• Serve as a point of escalation for complex or sensitive inquiries from students, families, and campus partners.
• Respond to and resolve student concerns related to housing, off-campus living, and policies using sound judgment and discretion.
• Serve as the primary front desk contact in the absence of student staff by greeting visitors, answering phones, responding to inquiries, and directing students, families, and supporters to appropriate resources.
• Ensure continuity of front desk operations by providing coverage during staff absences, vacancies, or peak service periods.
• Ensure accurate and timely referral of inquiries to appropriate campus resources and services.
• Draft and send student communications, including inspection notifications and policy reminders.
• Assist with educational tabling and large-scale welcome events, serving as a visible representative of the office and responding to questions from students, families, and supporters.
• Support execution of departmental student engagement efforts, including coordination of outreach activities and assistance with planning and implementation of events.

Professional Development:

• Participate in informal and formal training sessions offered by Syracuse University and professional associations that guide and influence the department's work (i.e., ACUHO-I, NEACUHO, ACPA).
• Attend Residential Living Learning & Development training sessions.
• Serve as a member of a departmental work team.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.