Academic Department Coordinator for History and Peace & Conflict Studies

Accountabilities:

As a valued member of our academic community, the Academic Department Coordinator plays an essential role in ensuring the seamless functioning of the academic enterprise by providing administrative support and coordination for one or more academic departments or programs. The departments supported may change over time based on organizational needs. The accountabilities encompass a diverse range of responsibilities aimed at fostering a productive and vibrant academic environment. Key accountabilities include:

Administrative Excellence:

Facilitate daily operations with a proactive approach. Create a welcoming environment by greeting visitors and managing the reception area effectively. Execute administrative procedures with efficiency and attention to detail. Respond promptly to requests for information, utilizing available resources judiciously. Manage calendars, itineraries, contacts, and correspondence to enhance departmental organization.

Engagement:

Take initiative in identifying issues, addressing challenges, and contributing to the continuous improvement of departmental and organizational processes. Exhibit a commitment to learning about the curriculum and staying informed about academic developments and functions within the department/program and organization. Assist in filling in during staff vacancies and onboarding new employees, ensuring a smooth integration into the academic community.

Resource Management:

Monitor departmental budgets, providing regular reports on status, variances, and potential issues. Exercise fiscal responsibility in handling departmental resources. Coordinate with vendors and service providers, optimizing departmental resources. Conduct research on services and pricing, process quotes, create POs, and manage requisitions for timely payments. Maintain adequate office supplies through proactive research and procurement.

Information Management:

Maintain department records, conduct research, analyze data, and prepare insightful reports. Edit and format documents and presentations, ensuring a high standard of quality. Produce standard and ad hoc reports that facilitate informed decision-making. Oversee departmental communication channels, including website maintenance, newsletters, posters, and invitations.

Logistical Coordination:

Plan and execute events and functions, including creating and modifying travel plans involving multiple modes of transportation, destinations, and lodging; consistently comply with university travel restrictions and guidelines, collaborate with faculty and other stakeholders to ensure successful execution of events, and process honorariums. Manage building and/or room scheduling and handle work orders as needed. Hire and coordinate the work and schedules of student or casual wage employees, including processing web time entries.

Technical Data Systems:

Proficient in utilizing key data systems and software. Demonstrates a proven ability to navigate and leverage these systems adeptly, including entering, manipulating, querying, and exporting diverse datasets essential for day-to-day operations. Possesses comprehensive knowledge and mastery of all core functionalities within relevant systems.

Special Projects and Additional Responsibilities:

Execute special projects as assigned, participate in committees, and engage in activities unique to the department, division, or function.

Professional Experience/Qualifications:

• A minimum of one year of administrative support experience
• Self-starter with the capacity to work independently and as part of a team
• Proven ability to organize and coordinate multiple projects, responsibilities, and priorities simultaneously
• A service-oriented mindset to include a positive attitude, follow-through, and problem-solving
• Enthusiasm for learning new skills and taking on new assignments and challenges
• Superb verbal and written communication skills and a high regard for detail
• Proficiency with office productivity tools, such as Google Workspace (especially Google Docs, Google Sheets, and Google Calendar) and/or Microsoft Office applications (Word and Excel)
• Experience with travel and event logistics
• Discretion to manage confidential and sensitive information
• Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students

Education:

A minimum of an Associate's degree or a combination of education and experience from which comparable skills are attained is required.

Other Information:

Work visa sponsorship is not available for this position.

EEO Statement:

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of skills and experience, capacity to do the job, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.