Job Title: Academic Department Coordinator – College of Engineering
Classification: C3
Department: College of Engineering
Updated: June 2024

Job Summary

Coordinates a variety of duties for a department/office in which discretion and judgment concerning the procedures to use or policies to follow is required.

Essential Functions

• Manages the Student Ambassador/ tour program, including the hiring, training, and supervision of student employees, maintenance of tour website, and coordination of tour scheduling with prospective students.
• Coordinates the department’s final exam schedule and resolves “stranded” exams.
• Assists in scheduling courses for the department. Processes and notifies students of schedule changes throughout the year.
• Coordinates and monitors course evaluation process.
• Assists in managing event planning, implementation, and communication for multi-day large-scale events.
• Manages the department’s override processing system including reviewing student records, assessing course prerequisites and restrictions, documenting rationale for requests, and determining the appropriate program chair to review the request.
• Acts as liaison between department chair, faculty, staff, students, and outside organizations.
• Disseminates information which may require explanation and interpretation of the university/departments/ divisions’ policies and procedures including limited student advising.
• Reserves classrooms and conference rooms for faculty and student organizations according to room availability and room scheduling policies.
• Manages/maintains supervisor’s calendar and multiple department calendars.
• Maintains filing and/or database and record keeping systems on paper and/or computer.
• Responsible for ordering and inventorying office supplies.
• Prepares and processes various university forms.
• Tracks receipt of graduation audit requests and follows up with faculty as needed.
• Communicates with prospective students regarding departmental direct admission status.
• Assists faculty with ordering textbooks.
• Monitors and tracks expenditures.
• Monitors grade processing and communicates with department faculty to ensure final grades are submitted in a timely manner.
• Performs and coordinates scheduling tasks and support services associated with preparing and arranging meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Responsible for supervising receptionist duties performed by student employees, such as receiving visitors, answering the telephone, taking messages, responding to standard inquiries, and receiving and routing incoming mail.
• Prepares reports which may require compiling and computing statistical data.
• Determines recipients of scholarship eligibility letters, manages eligible student database, and sends scholarship eligibility emails using mass email system.
• Supports the department’s social media communications and uses Content Management System to update web pages as needed.
• Other related duties as assigned.

Non-Essential Functions:

• Support Engineering-specific Student Organizations by coordinating showcase events, reserving rooms, and maintaining the Engineering Student Organization Blackboard Organization.
• Coordinate school-wide events for department staff and faculty.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience. 
• Experience with various computer software applications such as Microsoft Office and/or equivalent. 
• Demonstrated experience to successfully operate office equipment. 
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others. 
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Some college coursework.
• Experience in higher education.
• Experience in event planning.
• Supervisory experience preferred.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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