Department Coordinator for Social Sciences
Nature of Work
This position consists of clerical work which involves relatively complex general office duties in support of the department. Reporting to the Dean of the School of Arts and Sciences and Chair of the Department of Social Sciences, the Department Coordinator makes decisions based on established policies, procedures, and practices. Matters of an unusual nature that may impact the School or the College are referred to the Dean. Work assignments may be received with detailed instructions or in general outline only and the employee is expected to proceed with minimum supervision. The Department Coordinator is responsible for prioritizing and coordinating the overall work of the office, including giving assignments and providing guidance to the junior-level Department Assistants and/or any other clerical workers assigned to the office. This position involves extensive interaction with internal and external customers (faculty, staff, students, parents, etc.). Performance is evaluated by the Dean as well as the Chair of the Department of Social Sciences and is based on achievement of the expected results. The employee will have a 40-hour work week, but additional hours may be required at peak times.
· Manages the general administrative and support functions of the office.
· Answers incoming calls for the department.
· Answers oral and written inquiries requiring interpretations of routine policies, rules, and regulations that affect the School; provides information on procedural matters to students and others (e.g., direct students and others to appropriate offices, website pages or forms, explain facilities request procedures, assist part-time faculty, etc.). This does not include academic advisement - students are to be directed to the appropriate faculty member or the Office of Academic Advising (whichever is appropriate) for questions related to academic curricula.
· Compiles data for various administrative reports, questionnaires, surveys, etc.; may prepare complex work sheets and tables from standardized raw data and make basic mathematical computations on material assembled; posts and records data from a variety of sources.
· Maintains complex fiscal, administrative, and academic records; may monitor department budgets and review general expenditures to assure they are within budgeted guidelines; maintains and revises filing system; reviews various reports and forms for accuracy and completeness.
· Makes appointments for supervisor and may make travel reservations and arrangements for meetings/conferences and interviewees.
· Types and proofreads documents, composes routine correspondence, administrative reports, meeting minutes and other documents, as appropriate, and facilitates the archiving of departmental syllabi.
· Processes check requests and purchase requisitions.
· Orders office supplies and maintains an inventory of these items.
· Prepares, checks, and routes various interoffice forms, requisitions, vouchers, activity reports and similar documents.
· Assures that outgoing mail is processed daily and that incoming mail is sorted and distributed; opens mail as appropriate.
· Assists with special projects for professional staff as needed.
· Supervises lower level clerical and administrative staff.
· Assists the Dean and Department Chair in the daily operations of the School/Department.
· Receives complaints concerning the School or Department and routes to the correct administrator.
· Assists the Dean of the School and Chair of the Department in keeping appointments, reviewing and updating his/her schedule.
· Assists Department Chair with course scheduling by entering data into Banner.
· Assists search committee chairs with the development of job candidate itineraries, arranging for reimbursements and collecting and submitting information to candidates.
· Assists with the cancellation of classes for absent faculty.
· Conducts basic website management for departmental and school websites (e.g., add new faculty information or to update faculty listings).
· Oversees department bulletin boards. Provides administrative planning assistance for school and department scheduled events.
· Provides administrative assistance with textbook orders and coordination with the bookstore, when this is not done by the department chairs and/or faculty.
· Performs other related duties as assigned.
Minimum Qualifications and Training
· A minimum of a high school diploma or GED with three years of administrative or office experience is required.
· Advanced skill level in operating computer software programs, preferably Microsoft applications including: Word, Outlook, PowerPoint, Excel and Desktop Publishing.
· Excellent organizational skills; ability to handle multiple tasks simultaneously; ability to establish priorities and coordinate the work of others; self-starter who works without prompting and follows through on details, tasks, and projects; ability to adapt well to change and to unexpected changes in priorities; ability to be flexible in the work schedule at peak times.
· Ability to maintain complex administrative, fiscal, and academic records, and to prepare reports and answer questions from such records.
Preferred Qualifications and Training
· A Bachelor's degree is preferred.
· Experience working in Higher Education is preferred.
· Experience working with Banner Student Support Software is highly preferred.
· Knowledge of general office policies and procedures.
· Excellent interpersonal and communications skills; ability to work well with faculty and staff and to exercise good public relations skills with students and visitors.
· Considerable knowledge of business English, spelling, punctuation and grammar; ability to make basic math calculations.
· Considerable knowledge of office practices, procedures, systems, and equipment.
· Ability to type accurately and with reasonable speed and to accurately proofread all work before it is sent.