Academic Department Coordinator Africana Studies and Music

Position Summary

The position manages the administrative, financial, and human resource operations for one or more academic departments. The position functions with limited supervision to complete the administrative requirements for the area in order to handle constant and evolving priorities as well as to fulfill regular deadline pressures for operational and reporting requirements.

Essential Functions

• Administrative management of the department. Provides administrative support to the chair and faculty members with limited supervision; liaison between students, other offices, and outside constituents for information and recruitment; coordinates faculty searches/hiring and provides classroom support, including but not limited to providing teaching supplies, requesting classroom space in collaboration with CASE and the Office of the Registrar. May, upon availability and workload capacity, assist in monitoring the completion of student feedback forms. Perform specialized administrative duties as required to support the function of the department, not limited to grants and philanthropic activities. 35%
• Documents and maintains department records and information. Maintains appropriate records to include syllabi, course/advisee information, and reviews, plus collects and enters data for course offerings, abiding by all governmental and institutional privacy and confidentiality regulations; produces correspondence, reports, and presentations. 10%
• Directs department events and projects. Coordinates logistics of department events, activities, field trips, lecturers, and candidate visits to include arranging transportation, accommodations, venue, meals/food, itineraries, publicity, and honorariums, abiding by college policies; maintains departmental websites using Jadu and photo editing software. 15%
• Audits and monitors budget(s). Oversees financial matters for budget(s) and restricted funds to ensure financial transactions are handled properly; participates in/responsible in preparation and submission of new budget information; completes internal transfers, processes expenditures, and reports; informs chair of budgetary issues and advises expense adjustments; coordinates logistics of one or more P-Cards and completes reconciliation. 20%
• Manages the office - student, staff, equipment, and technology support. Responsible for extensive administrative office duties; troubleshoots minor office/classroom equipment issues; manages human resource functions of student workers, including hires, trains, supervises, and approves payroll; purchases/maintains office supply inventory; coordinates faculty offices and building maintenance checks. 10%
• Serves as the public “face of the department” to all constituencies, including students, staff, faculty, prospective students and their families, alumni, and community members. Create and post departmental content on social media platforms. 10%

Other Duties and Responsibilities

Other duties as determined or assigned.

Requirements

• High School Diploma or equivalent required. Three to five years of related office experience in a higher education setting, specifically dealing with academic departments and other intercampus offices, may be a substitute for the educational requirement.
• Bachelor's Degree, preferred
• Ability to think critically to solve problems
• Proficient computer skills including Microsoft Office Suite
• Strong customer service skills

Minimum Work Experience

1-3 years