Administrative Coordinator I - Arts and Sciences, Mathematics

Position Summary

Provide executive and administrative support to the Department Chair while managing departmental office operations, events, communications, and general administrative functions. Ensure the department office operates efficiently and provides excellent service to faculty, students, staff, and visitors.

Job Description

Primary Duties & Responsibilities:

• Provide executive and administrative support to the Chair of the Department, including maintaining the Chair’s calendar, scheduling meetings, assisting callers and visitors, preparing correspondence, and maintaining files. Assist the Chair and faculty search committees with searches for postdoctoral lecturers and tenure-track faculty, serve as the primary contact for applicants, post positions in MathJobs and other recruitment sites, and compile materials for Affirmative Action review. Assist the Chair with promotion and tenure documentation for faculty cases.
• Manage the Mathematics Department office to ensure operations run smoothly and all faculty, staff, student, and visitor needs are met in an efficient and professional manner. Welcome visitors, distribute mail, order office supplies and seminar refreshments, and serve as the first point of contact for departmental vendors and university service partners. Coordinate with Procurement, Facilities, Accounts Payable, and other campus partners to resolve issues and support departmental needs.
• Coordinate departmental events such as seminars, colloquia, conferences, awards ceremonies, and receptions. Responsibilities include securing rooms, creating flyers and announcements, sending event reminders, ordering food, and arranging room setup and cleanup services.
• Schedule classrooms, conference rooms, and temporary offices for visitors and events. Coordinate building repairs, maintenance, cleaning requests, key requests, equipment servicing, and other facilities-related needs. Manage departmental email accounts and respond to general inquiries.
• Oversee departmental communications and materials, including announcements, flyers, faculty and staff directories, and general website oversight for the department.
• Perform other duties as assigned.

Working Conditions

Normal office environment. Ability to travel to various on- and off-campus locations.

Typically working at desk or table. Repetitive wrist, hand or finger movement. Occasional lifting (25 lbs or less).

Office equipment.