Diplomacy & World Affairs, East Asian Languages & Cultures

Department Services Coordinator, #15-013

Diplomacy & World Affairs, East Asian Languages & Cultures,

German, Russian & Classical Studies,Politics and Spanish & French Studies

Under the supervision of the divisional Associate Dean with specific duties assigned by Department Chairs; the Department Services Coordinator provides a wide range of senior administrative support to the assigned academic departments, in particular, department chairs, to enhance the teaching, academic, and professional work of all department professors, and to enhance the learning environment for students. Serves as the Senior Administrative support person for the departments and supervises the Faculty Services Assistant.

Essential Functions

1. Provides assistance to the department chairs in handling administrative departmental responsibilities including data tracking; organizing files on majors, minors, and graduate students; preparing special reports and working on special projects; assisting with comprehensive exams and projects; and assisting with faculty reviews, program review process, and program assessment.
2. Has primary responsibility for monitoring department budgets. Ensures budget accuracy, resolves discrepancies, transfers funds, processes invoices, identifies and charges appropriate accounts. Works with the Business Office regarding budgets, accounts payable, cashier needs, and payroll issues. Provides budget reports to department chairs monthly. Meets regularly with department chairs to review fiscal conditions of the department.
3. Coordinates each department’s course scheduling in consultation with the Chair, Associate Dean, and Registrar.
4. Works with the department chair and faculty to address administrative problems and issues within the department. Actively finds solutions, follows through to make sure issues are addressed and resolved.
5. Works with the Registrar’s Office, department chairs, and associate deans on student related matters.
6. Coordinates all phases of faculty searches with their assigned departments ensuring confidentiality and compliance with appropriate regulations. Assists the Dean’s Office in coordinating new faculty office space.
7. Hires, trains, and supervises student workers. Assists faculty in hiring other student positions including tutors, graders, and lab assistants. Creates department specific information guide for student workers. Instructs on College policies & requirements.
8. Maintains department web page. Designs and prepares departmental brochures and information.

9. Attends meetings and takes minutes as requested by department chairs. Serves on

committees as requested.

1. Supervises, organizes, and publicizes department events including speakers, seminar series, discussion, panels, and social events. Secures locations, arranges for refreshments, publicizes events, and makes travel accommodations for guests.
2. Supervises the Faculty Services Assistant. Oversees work, assigns work, reviews job performance, handles performance issues and assists in the hiring of the Faculty Services Assistant.
3. Works with chair to correct any facilities or equipment issues. Organizes MR&R and TRP requests.
4. Handles other duties and projects as assigned by the department chairs or Office of the Dean

Job Qualifications:

3 years senior level administrative support experience in an academic environment. Thorough knowledge of all general office and secretarial practices and procedures. Strong leadership skills and ability to effectively supervise and direct the work of staff and students.Requires computer proficiency in word processing (including mail merges), spreadsheets, and email applications. Proficiency with creating and maintaining web pages and ability to conduct Internet research. Must possess strong interpersonal skills and be able to interact in a professional and helpful manner with students and professors as well as all members of the campus community. Must have excellent written and verbal communication skills, and the ability to organize and prioritize work for multiple departments andindividuals. Ability to organize, analyze and report information, particularly budget and other quantitative items. Must possess outstanding organizational skills with ability to handle multiple projects and understand the shifting priorities of the department. Excellent customer service demeanor. Starting Rate: $$18.91-$21.07/hour.40 hours, 12 Months full benefits(Posted 7/29/14)