Administrative Support Coordinator

Position Summary

Under the work lead direction from the Department Chairs, the incumbent is responsible for the administrative support and coordination of the Critical Race Gender Sexuality Studies and Native American Studies departments along with associated programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management.

Key Responsibilities

• Department/Program Office and Administrative Support – 25%

  • Responsible for the administrative and clerical operations of the departments and programs, to include overall responsibility for departmental office practices and procedures.
  • Coverage of work priorities, schedules, and deadlines, including coordinating office student assistants, to ensure College, administrative, department, and instructional activities and requirements are completed in a timely manner.
  • Develop, coordinate, implement, explain, evaluate, and revise policies as needed in conjunction with the Department Chairs to ensure compliance with department/program, College, and University goals and objectives.
  • Support office student assistants, including guidance and training.
  • Maintain files in accordance with University, College, and department file maintenance and disposal policies to meet all reporting requirements.
  • May prepare presentations, documents, and other materials to meet academic and administrative goals.
  • Maintain department and program websites, working with the Department Chairs, College, MarCom and ITS as appropriate.
  • Coordinate special events (workshops, visiting lecturer presentations, department or program retreats) and distribute information as directed by Department Chairs.

• Budgets and Fiscal Records – 25%

  • Responsible for maintaining fiscal records, expending funds, and overseeing the department and/or program budgets in consultation with the Department Chairs and College Budget Analyst.
  • Regularly track revenues and spending from state and other department funds (including trust, scholarship, IRA, etc.), prepare periodic analyses of expenditures, and provide reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc.
  • Manage and maintain records related to trust accounts, and scholarship or prize accounts.
  • Prepare and process fiscal documents related to the operations of the departments and/or programs.
  • Oversee collection and processing of payroll documents and track payroll expenses for student assistants, temporary help and pool positions, including verifying and tracking of state and federal work study for student assistants, to ensure departments stay within budget.
  • Independently oversee and conduct expenditures for office supplies, office equipment maintenance, and other department expenses.
  • Adhere to spending regulations of the various funding sources and comply with department policies, procedures, and deadlines relating to budget, procurement, and accounting.
  • May provide guidance to the department chairs and/or program leaders regarding appropriate expenditure of funds.

• Personnel Administration Support – 20%

  • Career development and support for faculty, staff, and students, including the processing of all documents relating to appointment, separation, leave of absence, assigned time, workload, timekeeping, absence reports, and vacancy announcements.
  • Coordinate the hiring and work reporting processes for all faculty, students and staff including the processing of all documents relating to appointment, separation, leave of absence, assigned time, workload, timekeeping, absence reports, and vacancy announcements.
  • Coordinate with Academic Personnel Services (APS) to ensure appropriate documentation for faculty Reappointment, Tenure and Promotion (RTP), Range Elevation, and temporary faculty evaluation processes are collected and routed as necessary.
  • Coordinate course evaluation process for the department as needed and in conjunction with the college office.
  • Coordinate with Human Resources (HR) and APS as needed to initiate recruitments for all department faculty, staff, and student employees.
  • Serve as a resource and provide guidance and support to the Department Chairs, department Personnel Committees, faculty and staff search committees, and other appropriate campus personnel through the stages of the recruitment process: pre-recruitment, recruitment, screening, interviews, reference checks, selection and offer of employment, and separation.
  • Provide administrative support for search committees, which may include communicating with applicants, arranging phone and on-campus interviews, and assisting with other administrative processes.
  • Maintains current knowledge of student employment policies and procedures and communicates this information, as well as any changes, directly to the student employees.
  • Coordinate new faculty and staff on-boarding, facilitating the completion of required tasks.

• Class Scheduling, Curriculum, and Enrollment Support – 25%

  • In cooperation with the department chairs, coordinates information to develop the class schedule each semester for the department by gathering and compiling information, identifying possible problem areas or conflicts, outlines options, coordinates with other departments across campus and recommends solutions keeping in mind the university scheduling policy.
  • Builds the class schedule and lecturer contracts in PeopleSoft; proofs, corrects and reviews as necessary.
  • Coordinates room, computer lab and large lecture requests, and schedules via current process.
  • Coordinates field trip processes for faculty by entering data into PeopleSoft, requesting and confirming vehicles and verifying student liability waivers.
  • Confirms correctness of online schedule and makes any required changes due to errors, class additions, or class cancellations.
  • In consultation with the Department Chairs, prepares the text of course descriptions for those not listed in the current catalog, as well as for courses to be listed in the concurrent enrollment bulletin.
  • Maintains current knowledge of where to find and how to access documents and records related to curriculum and curriculum changes.
  • Maintains current knowledge of where to find and how to interpret applicable processes for student needs across the campus, including where to send students for crisis intervention, advising, financial assistance, mentoring, and other departments as needed.
  • Serves as department/program point of contact for registration, course permission numbers, and add/drop process for courses requiring department/program approval.

• Other Duties as Assigned – 5%

  • As Listed In Classification Standards

Knowledge, Skills, and Abilities

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.

• Thorough mastery of English grammar, punctuation, and spelling.

• Expertise in using office software packages, technology, and systems.

• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.

• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.

• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.

• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.

• Ability to effectively write and present own reports.

• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.

• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Willingness and Ability

• To learn new software and related skills required to perform job duties effectively.
• To demonstrate sensitivity to diverse cultural backgrounds.