Administrative Coordinator - HPEAAR

Job Summary and Responsibilities/Duties

For Best Consideration, please submit application materials by January 4th, 2026.

Job Summary

Performs a wide variety of program coordination and administrative support activities for the Health, Physical Education, Athletics, Aquatics and Recreation Division; serves as liaison with internal and external faculty, staff, students and stakeholders.

Essential Duties

• Acts as the first point of contact for the office. Greets walk-ins and responds to requests for information in person, by phone, and via email. Provides information on programs, policies, and procedures. Provides direction on next steps for students, staff, and visitors. Escalates questions to the appropriate personnel as necessary.
• Provides administrative assistance and support to the Dean and designated staff in project research, data analysis, preparing reports and recommendations, calendar maintenance, time and attendance recording and related activities. Initiate, compose and/or edit a variety of correspondence, documents and forms for assigned projects. Reviews and revises College website to ensure accurate catalog information, degree worksheets, advising materials and other division-specific content
• Monitors and maintains a variety of files, program checklists, and other documentation and data for faculty and students. Coordinates student related checks and verifications for programs. Collects forms, tracks completion, follows-up with students, and maintains databases. Provides reporting as needed. Escalates issues and concerns to the dean as appropriate.
• Assists faculty and staff with textbook ordering processes, travel procedures and processing of forms; maintains student liability waivers; coordinates reservation of vans, transportation, group and individual travel; reconciles invoices and coordinate with vendor to resolve billing issues, as necessary.
• Coordinates and prepares prospective employment candidate materials and interview schedules for hiring committees and recruitment and selection activities; collaborates with Human Resources and Instructional Services to finalize new employee employment and compensation documentation. Facilitates and provides one-on-one and group new-employee orientations and on-boarding activities related to College and program policies, procedures, processes and documentation.
• Monitors full and part-time faculty workloads, class size and enrollment to ensure compliance with policies and collective bargaining agreement provisions; proactively prepares and recommends options and solutions to avoid and correct underload and overload issues and complete adjustment processes as appropriate. Evaluates and monitors assigned discipline(s) course offerings to ensure faculty staffing needs are fulfilled.
• Supports assigned discipline(s), management, faculty and staff in the ongoing initiation, development, facilitation, monitoring and adjusting of class scheduling; researches and resolves faculty employment issues, facility concerns, student registration issues, scheduling conflicts and service problems; coordinates and processes schedule changes, course additions and cancellations as necessary; develops and processes term teaching assignments for part-time instructors within budgetary, accreditation standards, and contractual limitations.
• Assists in the coordination and implementation of program policies, processes, procedures and documents to ensure efficiencies, organization of the program and compliance with accreditation, union agreements and college policies and procedures.
• Prepares clinical education agreements and contracts as requested by faculty. Contacts facility, if needed, to acquire site information. Initiates, tracks, and files contracts. Notifies faculty when contract is in place and regularly reviews expiration dates to ensure continued coverage. Coordinates with faculty to renew contracts or let them lapse.
• Prepares, initiates, coordinates, and executes purchase orders; researches availability, cost and quality of requested materials and services; tracks purchase costs against department balances; authorizes and/or requests authorizations for purchases as appropriate; completes, submits, and tracks purchase and payables documentation in accordance with College purchasing and accounting processes and procedures.
• Assists in budget preparation and control activities; maintains department and program budget records, purchases and purchase orders; verifies expenditures; records, inputs, updates, extracts, and analyzes budget and financial data to ensure appropriate usage and allocations. Tracks accreditation and program fees as they relate to the current budget.

Additional Duties

• Assists with recruiting, hiring, and training work study and student aid position; Provides direction and guidance, and coordinates student scheduling.
• Performs all other duties as assigned.

Minimum and Desired Qualifications

Minimum Qualifications

• High School Diploma/GED or equivalent
• Five (5) years of experience providing administrative coordination and direct support to a complex program(s), management, and staff.
• Experience working with diverse backgrounds of the college’s community, students and employees; demonstrated commitment to promoting access and diversity.

Equivalent combinations of education and experience may be considered on a year for year basis

Preferred Qualifications

• Bilingual skills in English and Spanish or another language that meets community needs
• Experience working in education, recreation, health professions, and/or clinical setting

Working Conditions and Important Information

Working Conditions

Work is typically performed in a normal office environment while sitting at a computer terminal. Visual eye strain and repetitive hand/wrist motion for data entry and keyboarding functions.

See ADA/ADAAA (Americans with Disabilities Act and Amendments Act) Physical Requirements Section on file in Human Resources for other usual and customary physical requirements.

• Life Insurance=Coverage = $50,000
• Accidental Death & Dismemberment (AD&D) Coverage = $50,00
• Long Term Disability (LTD)