Job Title: Academic Department Coordinator
Classification: C3
Department: Mechanical and Manufacturing Engineering
Updated: April 2026

Job Summary

The Academic Department Coordinator supports the Department of Mechanical and Manufacturing Engineering through various responsibilities and functions in which discretion and judgment concerning the procedures to use or policies to follow is required.

Essential Functions

• Maintain and analyze budgetary records for the department by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Create requisitions for large purchases, ensuring that appropriate approvals have been obtained and that all necessary documentation is present.
• Coordinate personnel reviews and actions, including scheduling unit meetings, creating documents, taking minutes, assembling portfolios, and ensuring timely delivery of meeting materials.
• Coordinate and monitor course evaluation process.
• Support college event planning, implementation, and communication for multi-day large-scale events.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Maintain digital and physical filing system according to retention/disposal policies and best practices.
• Serve as administrative assistant for department staff searches, including scheduling interviews, coordinating travel, organizing preparation of office space, and processing hiring forms.
• Generate reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials using various computer systems.
• Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Receive information in various forms and determine the appropriate method of processing.
• Responsible for the coordination/completion and the quality of the clerical work for the department/office which includes making and receiving calls, providing information, or routing calls to appropriate person; typing memos and other correspondence; maintaining office filing system.
• Hire, train, and supervise student employees.
• Act as liaison between department chair, faculty, staff, students, and outside organizations.
• Track and support faculty travel arrangements
• Assist faculty with ordering textbooks.
• Maintain supervisor’s calendar and multiple calendars.
• Order and track inventory of office supplies.
• Other related duties as assigned.

Non-Essential Functions:

• Assist in academic year scheduling of courses, classrooms, times, and faculty for the department.

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

• Some college coursework.
• Experience in higher education.
• Supervisory experience.
• Demonstrated experience to handle complex budget records and assist with financial concerns.

Supervision Received

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

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to 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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