Administrative Coordinator

About the role

The Academic & Administrative Coordinator provides executive-level administrative support to the Department of African American Studies and serves as a key member of the department's administrative team. The position supports departmental operations, faculty administration, undergraduate program activities, and special projects while serving as a primary point of contact for faculty, students, staff, and visitors.

Responsibilities

• Managing confidential information; coordinating meetings, committee activities, and faculty personnel processes; administering student programs and funding; supervising student employees; supporting departmental communications and facilities operations; and providing comprehensive administrative support to faculty and departmental leadership.
• Coordinate the preparation, collection, production, and distribution of agendas, reports, meeting materials, and supporting documentation for meetings and special events.
• Record, transcribe, and distribute meeting minutes; prepare action-item reports and track progress through completion.
• Support the Department Chair and Manager in the administration of faculty searches, third-year reviews, tenure reviews, and other Dean of the Faculty actions.
• Prepare and manage confidential documentation related to faculty personnel, human resources, and committee activities.
• Coordinate annual visiting faculty advertisement placements and related administrative processes.
• Maintain the department's shared Google Drive, including faculty personnel files, committee records, and confidential meeting materials.
• Compile confidential reports and documentation packages for committee meetings and deliberations, ensuring deadlines are met and materials are complete.
• Hire, train, supervise, assign work to, and approve payroll for 4 to 6 student employees; maintain employment records in JobX.
• Serve as the department's Resource Recovery Coordinator, supporting sustainability initiatives and coordinating disposal of surplus materials and electronics.
• Act as the department's Telephone Coordinator and liaison for telecommunications service requests.
• Collaborate with the Communications & Media Manager to maintain and audit MailChimp distribution lists and communication audiences.
• Manage seminar room reservations in EMS, including approving requests, coordinating access, and maintaining room schedules.
• Coordinate Salto access permissions and work with Site Protection to maintain building and room access schedules.
• Purchase and maintain office and breakroom supplies, monitor inventory levels, and coordinate replenishment.
• Provide occasional proofreading support for departmental communications and newsletters.
• Serve as the department receptionist and primary point of contact for the main telephone line and shared email account.
• Serve as the department's SAFE Administrator, reviewing funding applications for completeness, eligibility, and compliance with University policies and procedures.
• Verify student eligibility, ensure project requirements are met, and prevent duplicate funding requests.
• Process undergraduate minor applications, obtain approvals, and update student records in PeopleSoft.
• Enter and maintain independent work adviser and subfield assignments for majors in consultation with departmental leadership.
• Coordinate and schedule the senior comprehensive exams.
• Coordinate registration and participation in Princeton Review programs, including annual review of services, contracts, and pricing.
• Administer the department's academic prize process and coordinate with appropriate University offices to facilitate award distribution.
• Provide executive-level administrative support to approximately 19 faculty members, including the Department Chair and visiting faculty