Job location: Winston Salem, NC

Employment Type: Full-time
Posted data: 2021-07-22
Req: R0003599
Please note:

• Additional documentation must be added at the bottom of the third screen under the "My Experience."
• Internal candidates must apply via the internal career portal. Do not proceed with your application from this website.
• DO NOT complete the application without the required attachments as you will be unable to edit your application.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Performs a variety of duties including overseeing day-to-day activities in the department, coordinating issues regarding the major, and assisting the Department Chair and faculty in carrying out their duties and responsibilities.

Job Description

Essential Functions:

• Works closely with the Department Chair, making decisions regarding the day-to-day operations of the department in keeping with the Chair’s vision
• Assists with students’ major/minor declaration process, conducts degree audits, and verifies that students are meeting graduation requirements.
• Manages student registration (semester and summer), working closely with the department’s Director of Undergraduate studies, other faculty, the Registrar’s Office, and students themselves. This process includes, but is not limited to, assistance with course scheduling and monitoring waitlists and class enrollments.
• Enters courses into Banner and provides course information, such as FYS offerings and Undergraduate Bulletin updates, to the Dean’s Office as required.
• Coordinates student-facing programs and needs, such as organizing graduate school advising for majors and minors, processing transfer credit requests, applications and admission to the Psi Chi Honors Society, allocation of the annual Bob Beck Award for an outstanding undergraduate, and applications, admission, and progress through the department’s Honors Program.
• Assists with maintaining and fostering networks and connections with alumni.
• Collects/compiles/prepares information, such as annual reports, faculty development forms, payroll forms, grade distribution summaries, along with additional memos, letters, reports, etc.
• Assists with updates and maintenance of the department website, server, handouts, handbooks, google calendars, google groups, and e-mail accounts.
• Administers yearly surveys of graduating students’ experiences and exit plans.
• Assists with all processes related to faculty (e.g. recruitment/on-boarding, leaves, course buy-outs, fellowships, tenure and promotion, exits.)
• Assists with job hires/faculty searches, in applicable years, including coordinating applications, accommodations, and schedules during candidate visits.
• Works in partnership with the department’s other Academic Coordinator, serving as a “back-up” on business and financial responsibilities (e.g., analyzing department funds, tracking and monitoring expenses and assets), as well as additional duties such as planning, coordinating, and promoting departmental events, maintaining inventory and purchasing of supplies, equipment, and facilities, and managing student employees.
• Assists the department’s Director of Graduate Studies with Graduate Program functioning (e.g., admissions, financial aid, orientation, forms).
• In partnership with the department’s other Academic Coordinator, serves as first contact for the department. Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, and replies to questions regarding programs, office procedures, and policies.
• Responds to additional administrative needs of faculty members.

Required Education, Knowledge, Skills, Abilities:

• Some college level business related courses and progressive administrative/office management experience.
• Ability to and willingness to oversee the day-to-day operations of a large department.
• Ability to problem solve and fix issues as they arise.
• Willingness and ability to take initiative, and to make decisions in keeping with the department’s values.
• General knowledge of office management procedures and techniques.
• Excellent communication skills, both verbally and in writing.
• Willingness to listen and to work as part of a team
• Proficiency in Microsoft Office including Word, Excel, PowerPoint, database programs, and other software.
• Ability to organize office workflow and prioritize work assignments.
• Accuracy and attention to detail.
• Ability to interact with faculty, staff, and administrators with diverse backgrounds.
• Willingness to help out faculty as needed.
• Ability to work occasional evenings and weekends as required.
• Ability to update skills on a continual basis.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree with five years of related experience or an equivalent combination of education and experience.
• General knowledge of WFU budget system and financial and accounting procedures.

Accountabilities:

Works under limited supervision. Reports directly to the Chair. Pro-Active in seeking out tasks and assignments. Commitment to position and the mission of the Department and the University.

Additional Job Description

* Review of applications will begin on Friday, July 30, 2021 and continue until the position is filled.

* This position is Full-Time - 30 hours per week / 1,560 annual hours

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.