Administrative Coordinator, Dept. of Kinesiology & Public Health
Primary Supervisor: Executive Assistant to the DeanSecondary Supervisor: Kinesiology & Public Health Program Chair Basic Function and Responsibility:
The Administrative Coordinator (AC) assists the assigned program(s) with reception, communication, coordinating events, and maintaining office supplies. The AC assists the Program Chairs (PCs) and faculty to be successful in their roles. The AC supports the program by coordinating academic advising, ordering course materials, maintaining records, and supervising student office workers. In addition, each AC in the division will be assigned one or more division-wide specialist tasks. Essential Duties:
Reception: greet visitors, answer the phone, and schedule appointments. Answer questions and connect students, faculty, and visitors to resources. Meet with prospective students and families and provide information regarding the department.Communications: ensure the timely communication of program information to students, faculty, and the broader university community. Program Events: coordinate program/department events including - making room reservations, making flyers, and order catering through Bon Appetit.Office Supplies: regularly check office supply and copy machine inventory. When office supplies are running low, or a faculty member requests new office or classroom supplies Order copy machine supplies and repairs through the current vendor.Classroom Supplies: Work with PC to communicate budget and equipment needs each semester with PE activity faculty/adjuncts and make the necessary purchases. Process and reconcile purchase requisitions, reimbursements, cash advance and non-payment PO’s.Program Chair(s) Support: assist PCs in scheduling meetings, budgets, submitting reports and requests, and completing tasks as assigned.Faculty Support: assist full-time faculty and adjuncts by answering questions and connect them with resources within the department and across campus in response to their needs.Academic Advising Support: maintain records of student-faculty academic advising, distribute forms and advising information to students, schedule advising events. Course Materials: submit textbook & course material orders to the Biola Bookstore as directed by faculty and PCs.Graduation Petition Records: maintain accurate records on student completion of graduation petitions. Communicate approved petitions to students, PC and the Registrar.Course Scheduling: Assist in developing class schedule based on previous semesters, communicate with full-time faculty teaching preferences; process permission to enroll codes to manage entrance in a course; enter seat reservations; monitor enrollment to ensure minimum requirement of enrollment is met; add additional sections if waitlist is high.Registration Overrides: following policies set by the Associate Dean and Program Chair, process student requests for registration overrides.ADA Accessibility: Obtain documents (i.e syllabus) from faculty for ADA accessibility and retention. Building Access: check-out and check-in department keys to faculty and adjuncts and maintain key distribution records. Submit requests for faculty and adjunct building or room key card access to Campus Safety.Student Worker Supervision: train and supervise student workers completing assigned department tasks.Social Media: work with PAA to maintain department Instagram account.KPH Lab Supervision: the point person for KPH labs (Soubirou 103, Soubirou 202 and Lim 177). Communicate with vendors regarding equipment ordering, warranty and equipment maintenance. Work with PC to approve access to labs.Curriculum Submissions: Obtain curriculum changes from the faculty and make the necessary submissions on CIM.Division-wide tasks as assigned by the Associate Dean. Each Administrative Coordinator will serve as a Specialist on one or more tasks for the entire division, for example ADA compliance or maintaining an alumni database.Additional departmental duties as assigned by the PC. Qualifications:
Bachelor’s degree or two years of college education with commensurate administrative experienceExcellent verbal and written communication skillsAbility to work independently Ability to maintain accurate records and complete projects with attention to detailAbility to manage multiple projects at the same time, and prioritize projects by importance as identified by the Associate Dean and/or Program ChairAbility to relate well to students, faculty, and administratorsCandidate should be dependable, flexible, creative, and organized Proficiency in Microsoft Word, Excel, and Google suite required.Experience systematizing procedures and data management desired. A background in science, technology, mathematics or higher education would be helpful.
Hours Per Week: 40
Months Per Year: 12