Job Title: Academic Department Coordinator – School of Engineering
Classification: C3
Department: School of Engineering
Updated: May 2022

Job Summary

Coordinates a variety of duties for a department/office in which discretion and judgment concerning the procedures to use or policies to follow is required.

Essential Functions

• Acts as liaison between department chair, faculty, staff, students and outside organizations.
• Assist in academic year scheduling of courses, classrooms, times, and faculty for the department.
• Compiles and logically formats statistical data and reports.
• Coordinate all clerical duties associated with staff searches.
• Coordinate student evaluation process for faculty.
• Coordinate/monitor grade processing.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Generates reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials using various computer systems.
• Maintain/schedule for orientation/advising/special projects/programs/events for departments.
• Manage/maintain supervisor’s calendar and multiple calendars.
• Monitor departmental budget reports, and reconciles the reports with the department/office’s records.
• Performs and coordinates 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.
• Process student employee payroll/Ultra time and maintain appropriate records monitoring available dollars.
• Receives information in various forms and determines the appropriate method of processing.
• Responsible for creating, maintaining and updating filing information, record keeping systems; paper and/or computer.
• Responsible for ordering office supplies; processing  various university forms.
• Responsible for the coordination/ completion and the quality of the clerical work for the department/office which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system.
• Supervise student employees and may act as lead worker for other PSS.
• This C3 position supporting the Director has the primary responsibilities in the following key areas: 
  • Coordination of large-scale events.
  • Coordination of Financial Management, and complex budget.
  • Coordination of Human Resource Management: supervision, hiring, and personnel activity.
  • Coordination of Academic Program/Classroom maintenance.
  • Coordination of Facilities and Logistics Management.
  • Coordination of Unit Strategic Planning data.
  • Support coordination of the Units Social Media Communications.
  • Support the Units Website maintenance.
  • Maintain school’s electronic intranet archival system digital filing systems.
• Other related duties as assigned.

Non-Essential Functions:

• Textbook orders for faculty.
• Make travel arrangements for staff.

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 preferred.

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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