Administrative Program Support Coordinator I, KGCOE Industrial & Systems Engineering

Essential Duties & Responsibilities

• Addresses both routine and complex, unanticipated issues and inquiries, ensuring timely resolution while maintaining compliance with department and university policies and procedures.
• Collaborates with internal and external stakeholders on confidential matters.
• Acts as a resource for interpreting practices, processes, and policies, providing clear guidance to others.
• Represents the department and program in communications with personnel at various levels, managing and safeguarding sensitive and critical information.
• Advises stakeholders on departmental policies and procedures.
• Affords student services support, including processing tuition waivers, course permits, graduation checks, and tracking student progress.
• Supports the scheduling of courses and assists with academic coordination, ensuring smooth course offerings and scheduling logistics.
• Contributes to student recruitment efforts and accreditation activities such as data analysis, teaching assistant coordination, exam management, and helps coordinate any associated outreach events.
• Affords assistance with grant proposal preparation, tracks grant budgets, and provides guidance on financial processes while responding to inquiries and ensuring policy compliance.
• Other duties as assigned.

Knowledge, Skills & Abilities

• Knowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordination.
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records.
• Knowledge of academic program structures, degree requirements, and course curricula to provide accurate information and support to students and faculty.
• Skills in managing and coordinating course schedules, ensuring smooth logistics and alignment with academic calendars.
• Skills in communication and customer service, providing clear and responsive support to students, faculty, and external partners.
• Skills in problem-solving, addressing inquiries, and resolving issues efficiently while maintaining a high level of customer service.
• Ability to coordinate multiple tasks and responsibilities simultaneously, ensuring deadlines are met and operations run smoothly.
• Ability to build positive working relationships with students, faculty, staff, and external partners, enhancing communication and collaboration.
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards.

Minimum Education & Experience

High School diploma or GED
1 year of relevant experience
Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 1 - An entry-level role building knowledge and skills. Performs routine, well-defined, easy-to-understand tasks that can typically be learned in a short period of time. Work is performed under close supervision using clearly prescribed methods and detailed instructions.

Additional Job Details

The AMPrint Center partners with industry, government, and academia to advance the future of additive manufacturing (AM) and 3D printing (3DP) technologies, materials, and their applications. Equipped with state-of-the-art facilities for metal, composite, ceramic, electronic, and polymer AM, the center is staffed by seasoned experts possessing decades of experience. The AMPrint Center Administrative Coordinator will play a crucial role in supporting these functions and will be responsible for:

• Purchases supplies and equipment.
• Hires students and staff.
• Affords assistance with travel arrangements and process travel reimbursements.
• Affords assistance with the preparation and delivery of special events such as workshops, symposiums, etc.
• Affords assistance with calendar management for meetings, conferences, and room reservations.

Knowledge, Skills & Abilities

• Knowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordination.
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records.
• Knowledge of academic program structures, degree requirements, and course curricula to provide accurate information and support to students and faculty.
• Skills in managing and coordinating course schedules, ensuring smooth logistics and alignment with academic calendars.
• Skills in communication and customer service, providing clear and responsive support to students, faculty, and external partners.
• Skills in problem-solving, addressing inquiries, and resolving issues efficiently while maintaining a high level of customer service.
• Ability to coordinate multiple tasks and responsibilities simultaneously, ensuring deadlines are met and operations run smoothly.
• Ability to build positive working relationships with students, faculty, staff, and external partners, enhancing communication and collaboration.
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards.

Minimum Education & Experience

High School diploma or GED
1 year of relevant experience
Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 1 - An entry-level role building knowledge and skills. Performs routine, well-defined, easy-to-understand tasks that can typically be learned in a short period of time. Work is performed under close supervision using clearly prescribed methods and detailed instructions.