Department Coordinator

Job Summary

Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Department Coordinator independently provides various administrative and support services to the Department Chairs, Administrative Analyst, faculty, and students of the African American Studies (AFAM), and the Chicana and Chicano Studies (CCS) departments. This position has responsibility for the day-to-day operations of the department offices and works collaboratively with the Department Analyst to support both departments.

Key Responsibilities

• Assist department analyst in reconciling operating and special session fund expenses to Data Warehouse reports
• Provide expenditure information to the department chair and department analyst
• Reconcile Research and Tower Foundation accounts to Foundation reports monthly
• Provide balance and expenditure information to the department Chair and department Analyst
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly
• Prepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and students
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Assist department Analyst with budget related projects
• Responsible for training student assistants
• Responsible for processing ISA and Student Assistant appointments
• Assure student time is submitted by UP deadlines so that students are paid in a timely manner
• Assist faculty and Chairs in grade changes, clearing incompletes, and other similar tasks
• Assist in issuing permission codes as needed for designated African American Studies and Chicana and Chicano Studies courses
• Support faculty and students with travel processes and procedures, verify travel requests and reimbursements
• Assist Chairs, and department analyst, with faculty recruitment, temporary faculty evaluations and RTP as needed
• Independently perform the day-to-day tasks for the operation of the department offices
• Event planning and coordination
• Assist department analyst and chairs with inputting and quality control of stateside course scheduling
• Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records
• Manage and maintain department mailroom, department phonelines, and email inboxes
• Upload material to the web-based File Management System in Google Drive and maintain files
• Troubleshoot office equipment problems and arrange repairs
• Support and update department website
• Creating graphics and flyers for department events
• Responsible for Special sessions/Intercessions faculty appointments and course scheduling
• Responsible for maintaining workload information for all African American Studies (AFAM), and Chicana and Chicano Studies (CCS) department Special Sessions programs and intercession courses
• Works closely with College of Social Sciences Dean’s office, department chair, program coordinators and department analyst to ensure profitability of intercession and special session programs