Administrative Coordinator

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Job Description Summary:

Job Description:

Primary responsibilities include:

• Administrative support for the department chair, director of graduate studies, faculty, and office to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications.

• Serving as first point of contact for office visitors, students and faculty in person and by telephone to answer or refer inquiries.

• Arranging and coordinating program meetings, colloquiums, lectures, guests, and special events to include catering, logistics, and agenda.

• Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Human Resources, Procurement, Student Financial Aid, and the Office of Sponsored Programs to facilitate processing of transactions and procurement of equipment and services.

• Providing records management services for the unit, program, and student records in compliance with retention guidelines.

• Administrative and Faculty Personnel Services to include facilitating recruitment and hiring processes, faculty appointments, and processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures.

• Supporting the unit's communications program to include ongoing website and electronic media content updates.

Compensation: Up to $44,000 commensurate with experience

For full consideration, please upload a resume and coverletter and apply by the priority review date of January 5, 2026.

Please note: No more than 5 individual documents may be uploaded into the upload field provided. Each individual file must not exceed a size limit of 5MB. If necessary, candidates can compress multiple files into a single zip file for upload)

Required Qualifications:

• High School graduate or equivalent education, experience, and training.

• Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette.

• Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook.

• Some knowledge of general employment/hiring practices and procedures.

• Working knowledge of fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures.

• Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines.

• Ability to learn and work effectively with productivity systems and applications including course scheduling.

• Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing, and disseminate information effectively with a diverse population of faculty, staff, and students.

Preferred Qualifications:

• Bachelor's degree or an equivalent education, experience, and training.

• Experience working in a higher education office environment.

• Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)

• Prior fiscal administration experience.

• Experienced in creating and maintaining content for web pages, social and other communication platforms such as Cascade, Blackboard and Outlook, group calendars, and/or listservs.

Conditions of Employment:  

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act, and university policy.  This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Duties:  

55% - General Administration and Support

• Inventory, order, and maintain supply of office equipment in compliance with state procedures.

• Maintain group calendars and provide administrative support to Chair/Director and faculty, for coordination of meetings, lectures, guests, special events, and academic programs/initiatives.

• Assist with planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested.

• Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair/Director.

• Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders, etc.

• Make travel arrangements for faculty, students, and guest lecturers.

• Assist Chair with gift acknowledgement letters.

• Serve as department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person; as appropriate.

• Resolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair/Director.

• Receive mail and distribute; maintain unit and individual mailboxes.

• Assist with preparation of travel authorizations and expense reimbursement requests, as needed.

• Verify federal I-9 employment eligibility using the online verification system.

20% - Procurement

• Manage/approve routine procurements within the delegated authority of budget and purchase card, in compliance with state and university policies, such as but not limited to supplies, equipment, services, vendors, annual contracts, memberships, and subscriptions.

• Utilize the university's electronic procurement system to initiate and monitor transactions and reconcile encumbrances.

• Act as liaison between Procurement office and faculty regarding procurement policy and encourage use of state contractors and SWaM (small, women, and minority owned business) vendors.

• Research and resolve invoice inquiries and disputes from vendors.

• Assist in the development and processing of vendor agreements, especially for guest speakers, performers, and program reviewers.

• Communicate with Procurement regarding all purchases beyond the unit's delegated authority including but not limited to unusual purchases, bids, and sole sources. Participate in training and meetings offered by Procurement.

• May collaborate as a liaison for the unit and the Office of Procurement for the preliminary work on complex procurement processes involving extensive research, knowledge of specifications for unique items and equipment, national and/or international vendors, and facets of currency exchange.

10% - Records Management

• Maintain unit, program, and student records in compliance with retention guidelines; to include but not limited to student major/minor, meeting minutes, CV's, course offerings & evaluations, personnel files, fundraising information (e.g. data, donors, and fund restrictions).

• Maintain spreadsheets for all unit operations: expenditures, travel, stipend, tuition, inventory, salary authorizations, personnel records, faculty peer evaluations, etc.

• Convert and store files electronically as needed.

• Liaise with Registrar, Provost, Financial Aid, and other units to produce necessary forms and reports.

• Prepare and maintain statistical and informational reports as requested by the university or specific agencies.

• Coordinate with Records Management staff at Swem Library and follow state guidelines in properly disposing of files after established retention period.

5% - Communications and Technological Support

• Provide support for the unit's communications program to engage target audience. Maintain content on the unit website and electronic media utilizing knowledge of current technology platforms.

• Assist in the preparation of print, email, web, and other communications pieces as determined by the Chair/Director, consulting with the Dean's Office communications staff as needed.

• Utilize current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested.

• Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, as appropriate.

• Remain current on knowledge of technology platforms and database tools as well as units' technology needs to recommend purchases of needed items and oversee the installation of new software and upgrades for classrooms and offices; consulting with designated IT liaison, as needed.

5% - Administrative and Faculty Personnel Services

• Facilitate the job search and hiring process for faculty, hourly, operational and grant-funded positions.

• • Assist in updating and initiating the review and approval process in the applicant tracking system.

  • Schedule and communicate hiring committee meetings

  • Assist with creating and maintaining application rubric and interview questions.

  • Coordinate candidate interview schedule and travel, as needed.

• Process Teaching Faculty, adjunct, courtesy faculty appointment, and other relevant employment, including Faculty Appointment Forms (FAFs) paperwork. Ensure submissions are complete and timely.

• Verify federal I-9 employment eligibility using the online verification system.

• Liaise with HR, student financial aid, etc. to understand and apply the correct type of position