Administrative Coordinator | Political Science

Essential Duties & Responsibilities

• Serve as the primary receptionist and first point of contact, providing friendly, professional assistance in person, by phone, and via email.
• Manage correspondence, mail, shipping/receiving, records, and departmental files in accordance with University policies.
• Oversee office supply ordering, inventory, and distribution, including department materials and graduation items.
• Provide basic technology and AV support for meetings and classrooms (Zoom, PowerPoint, conference room setup).
• Support department meetings with on-site assistance, sign-ins, and vote tallying.
• Maintain office key records and submit facilities and maintenance requests.
• Assist with special projects and departmental initiatives as needed.

Event & Program Coordination

• Plan and support departmental events such as receptions, tailgates, lectures, and student engagement activities.
• Collaborate with undergraduate leadership to coordinate the annual commencement ceremony, including logistics, communications, materials, and on-site support.
• Assist with undergraduate programming such as guest speakers, information sessions, and special events.
• Order awards, plaques, gifts, and materials for recognition and senior events.
• Support committee meetings, classroom visits, and program lectures.

Faculty & Academic Support

• Aid with faculty, visiting faculty, and postdoctoral paperwork, including immigration-related documentation.
• Support faculty searches by scheduling interviews and assisting with onboarding.
• Prepare and process expense reports, reimbursements, honoraria, and travel arrangements.

Website & Communications

• Maintain and update the department website with news, events, faculty profiles, and announcements.
• Serve as the primary contact for website inquiries and recommend content improvements.
• Draft and distribute departmental communications as needed.

Undergraduate Program Support

• Provide administrative support to undergraduate leadership and coordinators.
• Assist with internships, certificates, events, newsletters, and student communications.
• Support budget tracking and payment processing for undergraduate programs.

General Administrative Support

• Provide flexible administrative assistance to department leadership, program directors, and coordinators across undergraduate and graduate programs.

Qualifications

• 1-2 years of administrative experience.
• Excellent organizational and communication skills, with the ability to respond to multiple tasks and questions with frequent interruptions.
• Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly.
• Ability to maintain the confidentiality of student files and personnel issues.
• Strong knowledge of grammar, punctuation, and spelling.
• Ability to learn and negotiate new platforms quickly, in addition to experience with Word, Excel, and various web browsers.
• Proactive, service-oriented attitude with the ability to work collaboratively with diverse groups of people.

Additional Information

• Application Deadline Date: September 13, 2026
• Hiring Pay Range: Up to $23/hour
• Required Application Materials: A resume and cover letter are required to be considered for this position.