Careers

Title: Coordinator, Department Services

Department: Arts & Humanities

Duration: 1 month

Employment Status: Full-Time (30 hours/week)

Job Summary

Reporting to the Director of Academic Support Services, Department Services Coordinators provide a wide range of administrative, operational and supervisory support to the academic departments to enhance the teaching, academic, and professional work of all department professors, and to enhance the learning environment for students. In consideration of the various academic departments and applicable administrative needs, all or any combination of the following key functions, responsibilities and tasks are assigned with variable percentages of time required in the performance.

Job Duties

• 20% - Provide essential administrative support to department chairs and faculty. - Work with the department chairs and faculty to address administrative issues and problems within the department. Actively find solutions and follow through to make sure issues are addressed and resolved. Attend department meetings, take minutes, and serve on committees as needed. Plan meeting agendas in conjunction with the department chair and maintain meeting notes. Provide support in managing faculty-related administrative processes, including assisting program reviews and assessments, supporting faculty searches, and orienting new faculty and adjuncts. Work closely with faculty on individual projects, such as grant-funded programs and symposia, and assist with various course-related needs including the coordination of teaching materials, ordering desk copies of course books, copying, room reservations, audio-visual setup, and organizing class trips and academic events. Manage course and laboratory (when applicable) scheduling in collaboration with department chairs and the Registrar's office. Schedule appointments and meetings, including minute-taking at faculty retreats and meetings. Prepare course syllabi and handouts as requested, manage materials for laboratories (when applicable), and assist in proctoring exams. Handles other position related duties and projects as assigned by the department chairs or Office of the Dean. - (Essential)
• 20% - Responsible for the comprehensive support of departmental events and programs, encompassing planning, organization, and coordination to ensure successful execution and engagement. - Plan and organize departmental events such as speakers, seminar series, discussions, panels, and social events. This can include securing locations, arranging for refreshments, managing guest accommodations, and ensuring each event runs smoothly from start to finish. Coordinate department-specific programs and events, like the annual Physics Teacher’s Day, Summer Institute of Fun, Youth Acting Program, and the Summer UEPI Internship Program, overseeing aspects like registration, room and board arrangements, and program budget management. Assist with program funding requests, manage program budgets, and handle arrangements for study and travel grants, including processing stipends when applicable. Manage online aspects of events, including ticketing, registration forms, and monitoring sales, as well as coordinating with external organizations for event scheduling and logistics. Assist in collecting and evaluating data related to departmental programs and events to facilitate continual improvement and ensure the effective achievement of program goals and participant satisfaction. - (Essential)
• 15% - Responsible for managing and enhancing the department's communication and marketing efforts, ensuring effective dissemination of information and promotion of departmental activities. This role also involves serving as a key liaison between faculty, students, and the academic community, providing essential information and referrals, and engaging with the College and community members. - Manage and update departmental websites and social media platforms, ensuring a current and accurate representation of department activities and news. Manage the creation and distribution of various communication materials, including flyers, brochures, newsletters, slide decks, and presentations, and develop campus-wide email announcements for departmental events. Coordinate community engagement efforts for departmental events and programs, including promotional activities and outreach to enhance department visibility. Engage with College and community members for updates and involvement in department activities, fostering ongoing connections and a sense of community. Act as the initial contact for the departments and the building, answering phones, greeting visitors, and handling mail and correspondence. Work closely with the Registrar’s Office, department chairs, and associate deans on student-related matters, ensuring efficient communication and coordination. Maintain organized and efficient departmental files and records, ensuring accurate documentation and distribution of information. - (Essential)
• 15% - Serve as the point of contact for building and facilities-related needs, ensuring efficient operation and maintenance of departmental spaces. - Manage and respond to departmental facility needs, including submitting work orders and liaising with facilities management or campus safety for maintenance, repairs, and emergency situations. Under the direction of Department Chairs, assist in coordinating and setting up office space for new and existing faculty, including arranging office essentials such as keys, computers, phones, and email setup. Act as a primary point of contact with Facilities Management for building upkeep, coordinating maintenance projects, equipment purchases, renovations, and addressing equipment issues. Provide comprehensive support for facilities-related operations and serve as the point person for office-specific facilities projects. Assist in managing access to restricted spaces such laboratories, supporting the adherence to established safety and security protocols. - (Essential)
• 15% - Responsible for the hiring, training, and supervision of student workers, ensuring compliance with college procedures and effective team performance. - Coordinate the hiring process for student office staff and other student positions (such as tutors, graders, and lab assistants), including job posting, interviewing, selecting, and training. Monitor work hours, schedules, and oversee the accuracy and timely submission of timesheets for student workers. Manage all documentation related to student employment, including employment forms, timesheets, and paychecks. Create department-specific information guides for student workers and instruct on college policies and requirements. Assist in managing student-related reimbursements and grant management. - (Essential)
• 15% - Assist with the management of departmental budgets, contributing to the efficient financial operation of the department in line with college procedures and departmental goals. - Aid in monitoring and reporting on departmental budgets, including assistance with research grants and endowed funds. Serve as a support contact for interactions with the Business Office, assisting with accounts payable, expense reimbursements, payroll queries, and liaising with external financial agencies. Collaborate with department chairs in supporting budget planning and forecasting, and regularly assist in preparing and providing budget reports to department chairs and faculty. Help maintain petty cash, office supplies, and coordinate the upkeep of office equipment. Assist in managing vendor contracts, facilitate the ordering of supplies, and monitor pricing changes to ensure cost-effective procurement and inventory management, while providing relevant updates to department chairs and faculty. - (Essential)

Minimum Qualifications

• High school diploma or equivalent, and some college course completion or post-secondary training program and/or equivalent combination of education and experience.
• Minimum of 3 years of experience in administrative office support. One year supervisory experience.
• Strong problem-solving skills, with the capacity for independent decision-making in alignment with College policies and practices.
• Adept at handling confidential information with discretion.
• Demonstrated ability to interact professionally and effectively with students, professors, staff, and all members of the campus community.
• Demonstrated ability to learn, adhere to, and ensure compliance with organizational procedures and guidelines.
• This includes developing a thorough understanding of the College's organizational structure, policies, and adapting effectively to changes and new requirements.
• Demonstrated ability to lead and effectively supervise both staff and students, encompassing responsibilities such as delegating tasks, setting priorities, providing constructive feedback, and evaluating performance.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Bachelor’s degree in business, administration, communications, or other related field to position responsibilities.
• Minimum three years of experience in an academic environment with practitioner level administrative support. Supervisory experience with staff and student workers.

EXPECTED HIRING RANGE:  $21.00/hr-$23.00/hr