"Administrative Support Coordinator"

Job Description

EEO Statement: Wright State University is an equal opportunity employer.

Faculty Rank or Job Title: Administrative Support Coordinator

Job Category: Classified (non-exempt)

Department: School of Supply Chain Management, Marketing and Management

EEO number: 26C070

Position FTE: 100%

Minimum Annual or Hourly Rate: $15.05

Salary Band: CS 14

Job Summary/Basic Function

To assist assigned department chair(s) by providing administrative support in maintaining, configuring, and analyzing confidential financial/academic databases, working on special projects, preparing correspondence, and developing detailed (often complex) reports. Supervise and advise students.

Minimum Qualifications

• A high school diploma or GED and two years (FT) of related work experience OR, two years of post-secondary education and one year of (FT) related work experience OR, a bachelor's degree in a related field.
• Excellent verbal/communication skills.
• Experience in writing, editing, and budget management.
• Ability to calculate basic math.
• Working knowledge and skills to utilize current office equipment and a variety of complex software packages

Preferred Qualifications

• Good interpersonal and human relations skills.
• Experience working with people from varied cultural backgrounds.

Essential Functions and percent of time

Manages special projects such as: (30%)
Coordinates Student Scholarship awards to include:

• Process scholarship awards for students in scholarship manager.
• Process payments for some scholarships through WrightBuy and/or Human Resources.
• Provide Cognos data for specific student groups etc.
• Manage design, production, and updating of scholarship program.
• Organize the annual scholarships and awards luncheon to include contacting recipients, scholarship donors, and faculty.

Coordinates multiple advisory board meetings such as the Emerging Marketing Leaders (EML) corporate advisory board meetings and the MS in Marketing Analytics (MS MAI) corporate advisory board, including related student boards

Coordinates specialized graduate orientation meetings (e.g., MS MAI)

Coordinates special student travel and registration events (e.g., American Marketing Association International Collegiate Conference for marketing club students)

Coordinates Graduate student quarterly residencies:

• Coordinating with event services, CaTS, career services, parking and transportation, and police department to ensure the event runs smoothly.
• Contacting faculty to gathering information in order to prepare syllabi/schedule
• Contacting students regarding start of the program
• Attending and managing program during 3-day weekend each semester

Coordinates graduate student hooding, including collaboration with various campus partners, Managing the design, production, updating of graduation certificates, ceremony script, and event program, as well as communication with attendees.

Administrative Support (40%) Coordinates, maintains, and assumes responsibility for all department financial functions:

• In cooperation with the Chair, balances budgets; reconciles financial data, interprets Banner reports and informs chair of overall status of department budget
• Prepare chrome river expenses report for faculty members.
• Maintains running balance, enters financial data and audits departmental supply budgets
• Generates reports upon request for various supply budgets
• Initiate/complete documentation for adjunct contracts.
• Complete Electronic Personal Action From (EPAF) for faculty.
• Acts as department expert on university policies and procedures.
• Manages the department office: answering questions and representing the program to incoming, prospective and current students, faculty, staff and the public. Assess need and respond accordingly based on those needs using independent judgment and sound decision making to solve issues.
• Manages appointment calendars for Chair and faculty.
• Organize events and meetings, such as corporate advisory board meetings, student mentorship programs, student orientations, faculty meetings etc.
• Prepare routine and non-routine correspondence.
• Acts as primary liaison to physical plant, public safety, CaTS and other university departments and divisions.

Essential Functions and percent of time (cont'd)
Data Analysis and Reporting 15%

• Analyze, export and maintain database of prospective student data for multiple majors/degrees (e.g., Marketing, Entrepreneurship, MS MAI, ISSCM) communication and marketing campaigns from various data sources.
• Distribute correspondence to prospective students for departmental recruitment efforts.
• Research and run Cognos/RAPS reports for various staff members and department Chairs within the college as needed.
• Gather information, facilitate discussions, and launch proposals through Curriculog for department chairs.

Office Management (15%)

• Hire/Train/Supervise student workers.
• Advise other staff, as needed.
• Independently address problems related to various interoffice issues and student concerns
• Proactively deal with a variety of problems that may or may not occur and determine specific action, in consultation with Chair.

Fiscal Responsibilities:

• In cooperation with the Chair, balances budgets; reconciles financial data, interprets Banner reports and informs chair of overall status of department budget
• Prepare chrome river expenses report for faculty members.
• Maintains running balance, enters financial data and audits departmental supply budgets.
• Generates reports upon request for various supply budgets

Non-Essential Functions and percent of time

Working Conditions
Regular office environment. Some evening and weekend event participation required. To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources. Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

First Consideration Date: 11/03/2025

Closing Date:

Open Until Filled: Yes

To apply, please visit: https://jobs.wright.edu/postings/21646