Job Title: Academic Department Coordinator Computer Science
Classification: C3
Department: Department of Computer Science
Updated: May 2025

Job Summary

The Academic Department Coordinator is responsible for the coordination and the quality of the administrative work for the department of Computer Science; they have a variety of responsibilities in which discretion and judgment concerning procedures to use or policies to follow are required. This role works closely with the Unit Head to manage departmental operations. Principal duties include assistance with course scheduling, faculty requests and inquiries, student requests and inquiries, budget management, event planning, general office management, and supervision of student workers.

Essential Functions

• Responsible for the coordination and the quality of the clerical work for the department of Computer Science office which includes providing information, opening and routing incoming mail and preparing outgoing mail and bulk mailings; taking minutes; typing memos and other correspondence; maintaining the office filing system.
• Manage/maintain Unit Head schedule.
• Responsible for creating, maintaining and updating filing information, record keeping systems; paper and/or computer.
• Compile and logically format statistical data and reports.
• Provide support to 1st and 2nd-year tenure track faculty, affiliate faculty, visitors, and adjuncts including office space, keys, nameplates, and computer access.
• Disseminates information that may require explanation and interpretation of established university and department of Computer Science policies and procedures and directs individuals to sources of additional information.
• Monitor departmental budget reports and reconcile the reports with the department's records.
• Generate reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials.
• Supervise student employees.
• Coordinate all clerical duties associated with staff searches.
• Coordinate/monitor grade processing.
• Responsible for ordering office supplies; processing various university forms.
• Process student employee payroll and maintain appropriate records monitoring available dollars.
• Maintain/schedule for orientation/advising/special projects/programs/events for department.
• Acts as liaison between department chair, Dean’s office, faculty, staff, students and outside organizations.
• Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Assist travel arrangements for faculty.
• Assist in academic scheduling of courses, classrooms, times, and faculty.
• Other related duties as assigned.

Non-Essential Functions

• Order textbooks for faculty.
• Coordinate student evaluation process for faculty.
• Maintain unit intranet files and data storage.
• Maintain syllabi records.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills. 
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree or some college course work or.
• Experience in higher education.
• Experience working with online databases and filing systems.
• Supervisory experience preferred.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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