Office Coordinator I - History & Geography

Job Summary

The Office Coordinator I provides essential administrative support to the Department Chair and faculty of the History & Geography Department. This role is responsible for coordinating course scheduling across two academic disciplines, managing departmental budgets, facilitating travel and procurement processes, and serving as a primary point of contact for students and the general public.

Responsibilities

Coordination - 45%

• Course Scheduling: Collaborate with the Department Chair to develop and input course schedules of approximately 75-100 courses per semester across both disciplines.
• Events & Meetings: Coordinate logistics, space reservations, and supply purchases for faculty meetings and departmental events.
• Reporting: Generate and distribute enrollment and scheduling reports as needed.
• Office Operations: Support the Department Chair in administering travel policies, budget requests, general office procedures, and policy communications to faculty, students, and the public.

Administrative Support - 40%

• Support: Provide comprehensive administrative support to the Department Chair, including calendar management and correspondence.
• Communications: Coordinate departmental communications via phone, mail, and email.
• Meeting Records: Record and distribute minutes from monthly departmental meetings.
• Faculty Assistance: Fulfill faculty requests related to equipment, supplies, building maintenance, and travel reimbursements.
• Student Services: Advise students and faculty on registration processes, campus policies, and procedures.
• Web Administration: Maintain and update the department's official webpages.
• Facilities Support: Assist the building manager with facility-related needs as requested.

Budget Management - 10%

• Budget Oversight: Manage, monitor, and reconcile five (5) departmental budgets on an ongoing basis.
• Procurement: Process purchase requisitions and coordinate equipment and office needs for incoming personnel.
• Travel Reimbursement: Process and review faculty and staff travel expense reports for compliance and accuracy.
• Onboarding: Orient new personnel to departmental policies, procedures, and available resources.
• Reporting: Prepare and present budget reports to the departmental Budget Committee for end-of-year reconciliation.

Other - 5%

Other duties as assigned.