Posting Title

Overview

Academic Coordinator serves one or more academic units within the School of Arts and Sciences. Provide high quality administrative support for the office, its faculty, staff, and contacts. Perform services to support an active, student-oriented campus environment. Handles social media and communications. Assist with course scheduling and student enrollment, catalog maintenance, and preparation of class materials. Assist incoming students with registration and enrollment every semester. Serves as the primary contact for the departments’ Directors of Graduate and Undergraduate Studies and assists them with reports and data as needed.

Responsibilities

Performs all required administrative duties. Manages, directs, and responds to incoming office communications as appropriate, including email, faxes, telephone calls, and in-person walk-ins. Forward department-related queries and messages to appropriate faculty and staff; redirect other queries and messages as necessary. Purchase office supplies as needed and maintain office equipment. Assists, preps, organizes, and submits all Contracts. Maintain, research and compile data required to prepare organizational budgets. Monitors expenditures and encumbrances against organizational budget and resolves discrepancies. Runs monthly budget reports in preparation for monthly budget meeting with the Chair. Diligently manages Purchase cards following all rules and regulations. Works with unit faculty on research and professional development fund purchases and reimbursements. Assists with planning and organizing of parties, receptions, lectures and open houses. Arranges meetings for graduate and undergraduate applicants to both units with faculty and current students.

Organizes, accommodates, and advertises all seminars, lectures, workshops, and conferences. Handles travel arrangements and hotel reservations for invited speakers. Maintains departmental websites and social media sites. Maintains email lists for students, staff, and faculty. Writes and circulates announcements and information on the lists. Coordinates with Marketing and Communications on departmental news. Works with Alumni Relations and Communications on departmental newsletter. Assists in the recruitment of undergraduate majors and minors and graduate students. Works closely with the Office of Admissions to track and communicate with prospective majors. Prepares promotional materials and coordinates with Admissions on campus visits. 

Organizes the calendars for the chairs of the departments being supported. Organizes a weekly check-in meeting with the chairs and sets the agenda for this meeting. Takes minutes at department meetings. Assists chairs with the creation of the agenda and circulation of the minutes, agenda, and documents to the faculty. Coordinates placement exams and comprehensive exams.

Qualifications

Bachelor’s degree or 2 years administrative experience.

Proficient in MS Word, Powerpoint, Word, Excel, People Soft., and the Google suite

Proficient in multi-line telephones, fax and copier machines, and computers. Proficient in service-oriented and excellent communication skills, both written and oral.