Office Coordinator
The University of North Carolina Press seeks an Office Coordinator to manage and streamline all front office responsibilities across the organization to keep the business’ operations running smoothly. In collaboration with other departments, this position would play a key supportive role responsible for the coordination and administration of several activities and processes pertaining to facilities and human resources. This is a very important and pivotal role at the Press. It has the potential to be as dynamic and exciting as the person in it. This role provides an introduction to the publishing industry as well as exposure to many of the cross-departmental functions necessary to see the book making process from start to finish.
Essential duties include:
- Assist the Chief Human Resource Officer (CHRO) in the recruiting and new hire onboarding process including the maintenance of current organizational charts for UNC Press and Longleaf Services
- Assist the CHRO in the job description analysis and timely creation of job descriptions for all positions and the posting of approved documents to shared electronic spaces
- Responsible for the administrative oversight of the work-study program, including the monthly invoice submissions with the UNC Office of Scholarships and Student Aid
- Develop a desk top procedure reference document outlining workflows and processes of this position
- Manage a very broad set of tasks including maintaining all employee parking records, fielding employee and visitor questions, meeting management including BOG on-site meetings, meeting room calendars, and other support activities on behalf of the CHRO
- Facilitate the handling of incoming phone calls by providing basic, accurate information to questions from clients, customers, and others. Distribute general office emails as needed and maintain the Press Staff Calendar
- Primary contact for all of the office mail including internal sorting and distribution as well as processing all out-going mail from the staff, including USPS, University, Fed-Ex, and UPS
- Responsible for ordering/purchasing all office supplies from approved vendors, and keep inventory of stock in supply closet
- Oversee maintenance of all office equipment in the building, recording usage and processing invoices
- Assist in the coordination of all employee events as well as reward and recognition program implementation.
- Maintain the Press library and coordinate with the UNC libraries periodically to maintain their archive
- Maintenance of the employee bulletin boards and the bi-annual free book program
- Ensure that OneCards for new hires are activated and assist office security by following safety procedures and monitoring visitor access via the front desk
- Submits all work orders for building maintenance through UNC and also participates in all university surveys and semi-annual security audits as needed
- Oversee employee parking and manage annual registration
- Draft routine letters and correspondence as requested
- Assist with special projects from the Sr. Team on an as-needed basis
Qualifications:
- Demonstrated ability to be dependable, reliable, punctual, detail-oriented, and thorough with strong ability to prioritize multiple tasks and streamline office operations to maximize efficiency
- Approachable with a strong employee service orientation and a pleasant, positive attitude
- Strong ability to be a self-starter and work independently with little supervision
- Ability to be resourceful and proactive when issues arise
- Excellent time-management skills
- Compelling organizational, verbal, and written communication skills
- Proven computer skills with MS Office Suite, primarily Word and Excel as well as the demonstrated ability to quickly learn new software packages
- Proven ability to be flexible, conscientious, exercise sound judgment, take initiative, and work with confidential information
- Must be willing to work with and assist others in a small, cooperative staff environment
Education: Bachelor’s degree preferred but not required and a minimum of two years relevant office experience performing similar duties preferred. Some training will be provided.
This is a full-time, on-site position in Chapel Hill with hours M-F from 8:00am-4:30pm. The position reports to the Chief Human Resources Officer and is supplemented with a generous benefits package that includes 14 holidays, vacation, and sick time, as well as:
- State Health Plan of North Carolina
- NC Flex State Plans – dental, vision, accident, critical care, FSA, and life insurance
- State retirement program with an employer match
- Supplemental retirement plans, i.e., 457, 403b and NC 401K
- Unlimited access to financial advisors
- Free Book allowance twice per year
Interested candidates should email their resume, cover letter, potential start date, and salary requirements to Adele Sommerville at asommerville@uncpress.org. Review of resumes will begin immediately and end when the position is filled.
UNC Press values diversity, equity, and inclusion in word and deed. The work we publish reflects a commitment to engaging diverse voices and experiences and bringing them to the widest possible audience. Similarly, we value a workplace that welcomes different perspectives to enhance the quality of our decision making as we carry out our work. We are strategically engaged in creating and enhancing policies and practices that will attract, retain, and develop a staff that is diverse along many dimensions.
UNC PRESS IS AN EQUAL OPPORTUNITY EMPLOYER M/F/D/V