Department Coordinator for the School of Arts and Sciences

Job description

Position Title:

Department Coordinator for the School of Arts and Sciences

Posting Number:


Recruitment Type:

External - Open to All Applicants

Employment Type:


Benefits Available :


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, 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 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.

Essential Duties :

  • Manages the general administrative and support functions of the office.
  • Assists Department Chair with course scheduling by entering data into Banner and revise as needed.
  • Prepare and reviews all department travel documents, ensuring all necessary paperwork is complete and ready for signature of supervisor and PVPAA. Prepare spreadsheet for each travel budget line for monthly submission to Academic Affairs.
  • Prepare all department candidate travel arrangements. Ensure all department candidate travel documents are complete prior to submission to PVPAA for signature.
  • Schedules department room requests in available systems. Fully research all room needs and enter into system prior to submission to the Academic Affairs Executive Assistant for approval, providing at least 48-hours turnaround.
  • Schedules supervisor appointments and travel reservations for meetings/conferences.
  • Responsible for all department event logistics, including room scheduling, catering, notification of plant operation needs, etc.
  • Prepare and maintain job postings in the online employment portal.
  • Assists search committee chairs with the development of job candidate itineraries, arranging for reimbursements and collecting and submitting information to candidates.
  • Prepare and maintain various forms related to the hiring or changes of part-time and full-time
  • Gather and update department faculty contact information each semester for submittal to
    Academic Affairs.
  • Assists the Dean of the School and Chair of Department in keeping appointments, reviewing and updating his/her schedule.
  • Makes appointments for supervisor and may make travel reservations and arrangements for
  • Assist Dean/Chair with textbook orders.
  • Assists the Dean and Department Chair in the daily operations of the School/Department.
  • Assists with the cancellation of classes for absent faculty by posting door signs.
  • Investigates and resolves complaints concerning department operations.
  • 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, explains 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 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 fiscal, administrative, and academic records; may monitor department budget 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.
  • Types and proofreads documents, syllabi, correspondence, administrative reports, meeting minutes and other documents, composes routine correspondence as appropriate, and facilitates the archiving of departmental syllabi. Proofreads and maintains course syllabi for the department.
  • Orders office supplies and maintains an inventory.
  • Prepares, checks, and routes various inter-office forms, purchase requisitions, check requests, 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 as needed.
  • May supervise student workers/assistants.
  • Conducts basic website management for department and school websites (e.g., add new faculty information or to updated faculty listings).
  • Oversees department bulletin boards. Provides administrative planning assistance for school and department scheduled events.
  • Performs other related duties as assigned

Minimum Qualifications and Training:

  • A minimum of an Associate’s degree or high school diploma with three years of administrative or office experience is required.
  • Knowledge of general office policies and procedures.
  • Knowledge of business English, spelling and punctuation and grammar.
  • Type accurately with reasonable speed.
  • Make basic math calculations

Preferred Qualifications and Training:

  • A Bachelor’s degree
  • Experience working in Higher Education.
  • Experience working with Banner Student Support Software. Advanced skill level in operating computer software programs, preferably Microsoft applications including: Word, Outlook, PowerPoint, Excel and Desktop Publishing.
  • Excellent organizational skills; handle multiple tasks simultaneously; establish priorities and
    coordinate the work of others; self-starter who works without prompting and follows through on details, tasks, and projects; adapts well to change and to unexpected changes in priorities; flexible in the work schedule at peak times.
  • Excellent interpersonal and communications skills; 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; make basic math calculations.
  • Considerable knowledge of office practices, procedures, systems, and equipment.
  • Type accurately and with reasonable speed and to accurately proofread.
  • Maintain administrative, fiscal, and academic records, and to prepare reports and answer questions from such records.
  • Utilize critical thinking in order to achieve optimal outcomes

Work Hours:

8am-5pm Monday- Friday

Special Instructions to Applicants:

The College of Coastal Georgia is an Equal Opportunity Employer. The College supports equal employment opportunities for all persons without regard to race, color, creed, ethnicity, sexual orientation, religion, gender, national origin, status as a war veteran, age, disability, or any other status protected by law.

CCGA Information:

College of Coastal Georgia is an undergraduate college in the University System of Georgia. Located on Georgia’s coast, the College campus is in Brunswick with additional outreach through the Camden Center in Kingsland. The vision of the College is to be a college of choice for students within Georgia and beyond, providing an outstanding education for tomorrow’s leaders and citizens through service-learning, global awareness and engaged entrepreneurship. With a strong emphasis on student retention, progression and timely graduation, the College offers baccalaureate degrees in American Studies, Biological Sciences, Business Administration, Criminal Justice, Education, French, Health Informatics, Interdisciplinary Studies, Mathematics, Nursing (BSN), Psychology, Public Management, Spanish, and Workforce Management and Leadership, as well as career associate degrees in Culinary Arts, Hospitality Management, Nursing (ASN) and Radiologic Science. A veterans-friendly campus, the College is a designated Yellow Ribbon School. Approximately 3,000 students are served by more than 200 staff members and a teaching faculty of whom 52% hold doctoral degrees. CCGA is an active participant in the Complete College Georgia initiative designed to support community partnerships and develop the critical thinking, problem-solving and communication skills necessary to address the challenges of 21st century economic development and community wellbeing. For more information, visit the College website:

Open Date:


Open Until Filled:





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Job No:
Posted: 5/3/2021
Application Due: 8/1/2021
Work Type: Full Time