What are the responsibilities and job description for the Coordinator of Academic Affairs position at Howard Payne University?
Expectation and Condition of Employment
Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University’s sincere religious beliefs.
Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University’s affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church.
Mission Statement
Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity.
Core Values of Howard Payne University
We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard
Payne should strive to demonstrate a commitment to these five Core Values:
- Centered on Christ (cf. Col. 3:17, Matt. 7:24)
- Focused on Community (cf. Eph. 4:4-6, 1 Pet. 3:8)
- Called to Service (cf. Mark 10:45, Phil. 2:3-5)
- Committed to Excellence (cf. Gen. 1:31, 1 Cor. 9:24)
- Dedicated to Stewardship (cf. Gen. 2:15, 1 Pet. 4:10)
As a condition of employment, employees agree to be paid by Direct Deposit. Applicants offered contingent employment based on the University obtaining a clean background check agree the contingent offer of employment may be revoked based on the information obtained in the background check.
If offered employment, your acceptance will indicate that you have read and agree to the Expectations and Conditions above.
Application Procedure
To be considered for this position, please submit the following:
- a letter of application addressing in detail how you meet the position requirements
- a resume or CV (curriculum vitae)
- unofficial transcripts, and
- a completed HPU Employment Application
Job Summary
The Administrative Coordinator for Academic Affairs serves as the executive assistant and primary administrative support to the Vice President for Academic Affairs (VPAA). This position manages the day-to-day operations of the VPAA’s office, coordinates divisional initiatives, and facilitates communication across the university. The Administrative Coordinator ensures the smooth and efficient functioning of the Academic Affairs division through professional judgment, organizational excellence, and a high degree of confidentiality.
Essential Duties and Responsibilities
Other duties may be assigned by the Vice President of Academic Affairs.
Executive Support
- Serve as the chief administrative and scheduling support for the VPAA, managing calendars, appointments, and travel.
- Anticipate the VPAA’s needs, preparing background materials, reports, and talking points in advance of meetings.
- Draft, edit, and proofread correspondence, memoranda, and presentations on behalf of the VPAA.
- Handle confidential and sensitive information with discretion and sound judgment.
- Represent the VPAA’s office with professionalism in all internal and external interactions.
Office & Division Management
- Oversee daily operations of the Office of Academic Affairs, ensuring efficient workflow and communication.
- Manage incoming and outgoing correspondence, prioritizing items requiring the VPAA’s attention.
- Coordinate and prepare materials for academic leadership meetings, faculty assemblies, and key university committees.
- Record, distribute, and track follow-up actions from meetings and projects.
Project & Initiative Coordination
- Assist with coordination of institutional and academic initiatives, including program reviews, accreditation reports, and assessment projects.
- Monitor deadlines for reports, proposals, and faculty actions to ensure timely completion.
- Support planning and execution of major academic events, including convocations, commencement, and faculty workshops.
- Track progress on divisional goals and initiatives, maintaining project documentation and status updates.
Faculty & Staff Support
- Coordinate faculty hiring processes, contract preparation, evaluations, and credential documentation.
- Maintain updated records of faculty appointments, rank, and teaching loads.
- Serve as a liaison between the VPAA’s office, deans, department chairs, and university offices to ensure consistency and accuracy in academic operations.
Budget & Administrative Oversight
- Monitor divisional budgets, process invoices, and manage purchasing and expense reports.
- Maintain organized records, databases, and files (digital and physical) for the Academic Affairs division.
- Assist with policy and procedural updates related to academic administration.
Other Duties
- Provide executive-level support for special projects as assigned by the VPAA.
- Uphold a welcoming, service-oriented atmosphere in the Office of Academic Affairs.
- Perform other related duties as needed to advance the mission and goals of the university.
Supervisory Responsibilities
This position does not have supervisory responsibilities.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
- Modeling Christian Faith – Must be committed to modeling the Christian faith; displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others; is committed to continuing to model Christian faith in a manner consistent with the University’s mission Statement and core values
- Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures
- Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well problem solving as part of a group; uses reason even when dealing with emotional topics
- Project Management - Develops effective project plans, coordinates projects, communicates changes and progress, completes projects on time and budget, and manages project team activities effectively
- Customer Service – Manages difficult or emotional situations effectively; solicits feedback to improve service; responds to requests for service and assistance promptly and effectively; meets the commitments they make to others
- Interpersonal Skills - Focuses on solving conflict without blaming others; consistently maintains confidentiality; listens to others without interrupting them; keeps his or her emotions under control; remains open to others' ideas and tries new things
- Written Communication - Writes clearly and informatively; edits his or her work for correct spelling and grammar; varies his or her writing style as needed; presents numerical data effectively; is able to read and interpret written information effectively
- Teamwork - Balances the needs of the team and individual responsibilities effectively, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, puts the success of the team above their own interests, is able to build morale and group commitments to goals and objectives, supports everyone's efforts to succeed
- Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance effectively; prepares and supports those affected by change; monitors transition and evaluates results
- Cost Consciousness – Works within their approved budget; develops and implements cost-saving measures; conserves University resources
- Ethics - Treats everyone with respect, keeps commitments, inspires others to trust them, works with integrity and ethically, upholds the University's Mission Statement and Core Values
- University Support - Follows policies and procedures consistently, completes administrative tasks correctly and on time, supports the University’s Mission Statement and Core Values, benefits the University through external community and professional activities, supports affirmative action and respects diversity
- Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts personal responsibility for his or her own actions; follows through with commitments
- Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies effective feedback to improve performance; monitors his or her own work to ensure quality
- Dependability – Follows instructions; responds effectively to his or her supervisor’s direction; takes responsibility for his or her own actions and keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan
Qualifications
To perform this job successfully, an individual must be able to perform the Essential Duties and Responsibilities listed above satisfactorily and other duties as assigned. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience - Bachelor's degree from an accredited University or at least three years of directly related experience, or an equivalent combination of education and experience
- Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English; ability to write routine reports and correspondence; ability to speak effectively before groups of students, employees of the University and the public
- Mathematical Skills - Ability to add and subtract two-digit numbers and to multiply and divide by 10s and 100s; ability to perform these operations using units of U.S. currency, weight, measurement and distance
- Reasoning Ability - Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form in English; ability to deal with problems involving several concrete variables in standardized situations
- Computer Skills - To perform this job successfully, an individual should have a good working knowledge of accounting software, commonly used Internet browsers and Microsoft Outlook, Excel and Word software
- Licenses - Must be at least 21 years old and maintain a current Texas driver's license to drive any vehicle, including personal vehicles, on behalf of the University when necessary
- Physical Abilities - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to sit. The employee must regularly lift and /or move up to 10 pounds. Specific vision abilities required by this job include the ability to close vision, peripheral vision, and ability to adjust focus
- Normal Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and caustic cleaning or landscaping chemicals used on campus. The noise level in the work environment is usually moderate