Department Coordinator

POSITION CODE: 7502

DEPARTMENT/ADMINISTRATION: 

POSITION: Staff, Non-Exempt, Full-time (40 Hours)

SALARY RANGE: $20.00 hourly

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: Six (6) Months 

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE

POSTING DATE: March 21, 2025

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

The Department Coordinator provides comprehensive administrative, clerical and logistics support to the College of Arts and Sciences Academic Departments of the Science Center, Science Summer Research Program, and the RESOLUTE Program, overseeing all office activities, and coordinates the day-to-day office operations.

Reporting to the Director of the Science Center, this position serves as a confidential assistant and functions as the key support person to provide support to the Department Chairs and faculty in coordination and implementation of the day-to-day office operations. Assist with special projects and events, as needed.

 Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Coordinates and performs administrative support functions; assists with program and project activities including records administration and maintains a high level of customer service.
• Serves as first point of contact for students, staff, faculty, and visitors.
• Will be working with domestic and international undergraduate, graduate students.
• Assists in the administration of the assigned academic department programs, including coordination with other academic departments, campus programs, student groups, and offices within the University.
• Assists with the organization of campus events and programs in assigned departments, including logistical support requiring scheduling, preparation of materials, field trips, conference attendance, student travel, etc.
• Assist with Summer Student Research Program.
• Provides clerical support for the office such as preparing and copying course materials, filing, maintaining records; sorting and distributing mail.
• Assists with budget management, processes check requests and reimbursement requests for expenses related to faculty activities and travel.
• Provides information in person, through email, and over the telephone to visitors, administration, faculty, students, and parents.
• Coordinates, prepares, edits materials, communications, reports, or other materials including spreadsheets related to program management, course schedules, classrooms use, etc.
• Maintains department confidence and safeguards operations by keeping information confidential.
• Adheres to all safety and housekeeping policies and procedures.
• Coordinates activities, instructs, reviews and assigns work, and completes performance evaluation of Departments student workers.
• Updates and maintains departments and faculty’s information on University Website, ensuring the visibility and accuracy of information on all relevant pages (e.g. public directory).
• Utilizes databases to collect and chart enrollment and advising data; produces regular data reports for use in academic planning/scheduling, position requests and organizes department assessments surveys including year-end academic advising instruments.
• Coordinates department dinners/events including announcement, list serve development, collecting rsvp's and monies, selecting menu, and producing name tags.
• Support departments initiatives, including advisory boards, scholarship programs, and annual events.
• Maintain and order office supplies and other materials as needed.
• Maintains classroom spaces within building. Coordinating set up, access, reservations. 
• Perform other duties and special projects as assigned.

 Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

 Experience/Training/Education:

• High school diploma or equivalent supplemented with two years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs.
• Three years of administrative support experience or related experience including the ability to use Microsoft Office software programs.
• Bilingual in Spanish is preferred.

  Knowledge and Skills:

•  Knowledge of applicable federal and state laws and regulations.
• Understand, interpret, and apply federal and state policies and laws.
• Knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• Excellent verbal and written communication skills.
• Basic knowledge of mathematics.
• Excellent organizational skills, and detail orientated with high accuracy.
• Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Effective communication and presentation skills; ability to write clearly and concisely.
• Demonstrate a high degree of motivation, tact, and diplomacy.
• Basic knowledge of record keeping and record retention requirements.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint.
• Ability to operate standard office equipment.
• Aptitude to learn new and evolving technology.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise independent judgment and initiative.
• Deliver great customer service.
• Ability to work effectively with confidential information.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. 

  Physical Requirements/Working Conditions:

Working Conditions:

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

Salary : $20