Administrative Coordinator

Job description

Under administrative review from the Department Chair, the Administrative Coordinator provides comprehensive administrative support to faculty and students in a complex academic department with undergraduate and graduate programs. The position manages department office operations, supports academic and student processes, coordinates financial and administrative activities, and exercises independent judgment in applying departmental and university policies and procedures. Duties/Responsibilities Responsibilities are listed in approximate order of priority. Priorities may shift during the academic cycle based on instructional deadlines, student needs, and department operations. Academic Operations, Curriculum, and Scheduling • With oversight from the Department Chair or designee, be responsible for course and room scheduling for all academic terms and programs within the department. • Prepare teaching schedules for department faculty based on consultation with the Department Chair, course offerings, faculty and teaching assistant assignments, and the department’s enrollment needs. • Represent the department in college scheduling meetings and consultations. • Make independent decisions that will best serve the department when coordinating scheduling with other college departments. • Create and maintain curriculum scheduling templates for the department’s undergraduate and graduate programs. • Monitor course enrollments and, in consultation with the Department Chair, identify the need for course cancellations, additions, section changes, or other scheduling adjustments. • After obtaining required approval from the CEPS Dean’s Office, coordinate approved scheduling changes with the Registrar’s Office and other appropriate offices. • Maintain accurate and current departmental curriculum and program information in undergraduate and graduate catalogs and advising systems, including Degree Works. • Coordinate the ongoing collection and organization of information for self-study reports, program reviews, curriculum changes, and assessment activities, including course syllabi, student data, faculty data, curriculum information, and assessment materials. Student Services and Academic Records • Provide administrative assistance with undergraduate and graduate student course registration and prerequisite requirements, including review of individual student records and coordination with faculty or other required approvers. • Respond to student questions and provide guidance regarding appropriate forms, petitions, and administrative processes, including changes to registration or program, petitions for variance from academic policy, and transfer credit approvals. • Manage undergraduate student databases and files to ensure that records are complete, current, and accurate. • Assist the department’s graduate program coordinator with processing applications, maintaining active student records, arranging office assignments for teaching assistants, and supporting prospective student visits. • Adhere to applicable legal requirements and university policies, including FERPA, and maintain confidentiality and discretion when using or conveying sensitive or confidential information. Department Administration and Financial Operations • Manage the day-to-day administrative operations of the department office. • Assist the Department Chair with daily administrative functions and undergraduate and graduate program operations. • Establish and maintain effective administrative processes, calendars, records, and workflows that support department operations. • Review and recommend improvements to internal operating procedures and administrative procedures supporting academic operations. • Coordinate departmental information and administrative processes with other departments, colleges, and university offices. • Assemble data, prepare administrative reports, and handle communications for the Department Chair, as requested. • Assist the Department Chair with budget planning and monitoring departmental expenditures. • Coordinate with the college finance team regarding financial policies, budgets, balances, commitments, and discrepancies. • Manage the departmental PCard and other purchases and expenditures to ensure timely processing, appropriate approvals, accurate records, and proper documentation. • Respond to questions concerning the department and assist in resolving administrative and operational problems affecting department functions. Supervision • Hire and supervise student learning assistants and graders for the department and approve their time cards. Faculty and Department Program Support • Provide administrative support to departmental standing committees as needed. Coordinate appointment letters, office assignments, access, and equipment needs for tenure-track faculty, lecturers, adjunct faculty, visiting scholars, and postdoctoral scholars. • Coordinate administrative arrangements associated with faculty arrivals, departures, and changes in appointment, as assigned. • Support department and program activities requiring coordination among the Department Chair, faculty, students, and university offices. Communications, Outreach, and Department Events • Coordinate and maintain departmental and program websites to ensure that content and announcements are accurate and current. • Write and edit department and program informational materials in coordination with the CEPS Communication Manager. • Produce or coordinate department advertising and publicity. • Field and appropriately route inquiries from prospective undergraduate and graduate students • Assist with the coordination of department events, including fall open house, admitted students visiting day, department opening and graduation gatherings, seminars, and other department activities. Requirements: Knowledge, Skills & Abilities: • Excellent interpersonal, oral, and written communication skills. • Experience with student information systems. • Supervisory e