Academic Coordinator, Department of Biology

Summary

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities.

Responsibilities

• Greets visitors in a pleasant and professional manner, answers, places, and directs phone calls; coordinates and monitors conference calls; takes messages and replies to questions regarding programs, office procedures, and policies.
• Collects and compiles information such as memos, letters, reports, and faculty syllabi.
• Assists in planning, coordinating, and promoting departmental events, meetings, and activities.
• Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order.
• Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
• Serves as department Business Administrator, attends meetings to stay up‑to‑date on Financial Services policies & procedures, and shares information and policy changes with department members.
• Maintains and analyzes all departmental funds; tracks and monitors expenses; reviews department credit‑card transactions; reconciles the general ledger monthly and submits journal entries as needed.
• Acts as Departmental Property Administrator (DPA) and maintains a log of fixed assets within the department.
• Enters courses into Workday and provides course information (e.g., FYS offerings and Undergraduate Bulletin updates) to the Dean’s Office as required.
• Assists with all processes related to faculty (e.g., recruitment/on‑boarding, leaves, fellowships, tenure and promotion, exits).
• Assists with major/minor declaration process and student registration.
• Serves as the primary liaison between the department and all other units on campus.
• Assists with department website updates and maintenance.
• Manages student employee hiring process and oversees workload and timecard approval.
• Responds to administrative needs of faculty members.

Requirements

• High school diploma plus one to three years related experience, or an equivalent combination of education and experience.
• General knowledge of office management procedures and techniques.
• General knowledge of budget systems and financial and accounting procedures.
• Ability to demonstrate effective communication skills both verbally and in writing.
• Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, database programs, and other software.
• Ability to operate peripheral office equipment (e.g., digital camera, scanner).
• Ability to maintain confidentiality of records and information.
• Ability to organize office workflow and prioritize work assignments.
• Accuracy and attention to detail.
• Ability to interact with faculty, staff, and administrators with diverse backgrounds.
• Ability to work occasional evenings and weekends as required.
• Ability to update skills on a continual basis.

Preferred Qualifications

• Bachelor’s degree plus one to three years related experience, or an equivalent combination of education and experience.

Accountabilities

• Works under limited supervision.
• Reports directly to the Chair.
• Pro‑active in seeking out tasks and assignments.
• Commitment to the position and the mission of the Department and the University.

Physical Requirements

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Schedule

Full time

Visa Sponsorship

This position is not eligible for sponsorship of non‑immigrant or immigrant visa status through Wake Forest University.