Academic Department Coordinator - English & Classics
Job Title: Academic Department Coordinator – English & Classics
Classification: C3
Department: English
Updated: January 2022
Job Summary
The Departments of Classics and English seek an academic department coordinator to join our collegial staff and to contribute to our positive office environment and departmental missions. The successful candidate will work closely with the Unit Heads of both the Classics and English departments, as well as with the full-time office coordinator in English, to manage departmental operations in both units. Principal duties include assistance with course scheduling, faculty requests and inquiries, budget management, event planning, general office management, supervision of student workers, and promotion of department curricular programs.
Essential Functions
- Generate a variety of materials such as reports, memoranda, correspondence, brochures, spreadsheets, graphics, and forms using computer systems.
- Perform receptionist duties such as receiving visitors, answering the telephone, taking messages. Responsible for the completion and the quality of the clerical work for the department/office which includes providing information or routing calls to the appropriate person; routing incoming mail and preparing outgoing mail, including bulk mailings; typing memos and other correspondence; maintaining office filing system.
- Maintain filing and/or database and record-keeping systems on paper and/or computer.
- Prepare reports which may require compiling and computing statistical data.
- Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings.
- Maintain/schedule for orientation/advising/special projects/programs/events for departments; communicate with students regarding events and opportunities available through the department.
- Monitor departmental budget reports, and reconcile the reports with the department/office’s records.
- Responsible for ordering office supplies; processing various university forms.
- Other related duties as assigned.
Non-Essential Functions:
- Assistance in planning special events.
- Provide backup support on the website.
- Maintain Classics Department Library, other teaching-related resources, and recruitment materials.
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.
- Knowledge of web content management software and experience with web design.
- Familiarity with Banner, Onbase, Blackboard, Concur, and CourseDog or similar apps for workflow management.
- Intermediate or better skills with both spreadsheet and word processing software.
- Experience with event planning.
- Experience with social media account management.
- External marketing skills with the ability to help connect the department with the larger university community.
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.