Job Title: Academic Department Coordinator – Modern Languages & Literatures and History
Classification: C3
Department: Modern Languages and Literatures
Updated: May 2023

Job Summary

The Department of Modern Languages & Literatures and the Department of History seek a creative, energetic person to join their offices as part of a new, shared Academic Coordinator position. This person will be the primary support staff for overseeing student affairs, alumni outreach, digital and paper filing systems management, and office space management for both departments. This person will work closely with the resident Academic Department Coordinators for each department to also enhance current office operations as tied to promotions, web and social media campaigns, event coordination, newsletter composition and distribution, as well as assist with budgeting and scheduling.

Essential Functions

• Compile and logically format statistical data, spreadsheets, and reports to facilitate department decision-making related to department budget and scheduling.
• Monitor the department budgets and provide timely reports to the unit head.
• Prioritize tasks to manage and coordinate a large and varied workload, including other clerical staff.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information. 
• Provide support to faculty, including office space, keys, nameplates, and computer access. 
• Provide support with bulk mailings, answering phones, maintaining filing and recordkeeping systems.
• Coordinate with the unit head to develop the academic schedule.
• Coordinate scheduling tasks and support services associated with preparing and making arrangements for major meetings, events, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Provide administrative support for personnel processes.
• Coordinate/monitor grade processing.
• Maintain syllabi records for department.
• Maintain and order supplies for the department.
• At times, act as a liaison between unit head, Dean’s Office, faculty, staff, students and outside organizations.
• Collaborate across and provide backup support to other CLAS units as needed.
• Other related duties or special projects as assigned.

Non-Essential Functions:

• Textbook orders for faculty.
• Process major declarations and assign faculty advisors.
• Coordinate completion of course override requests.
• Monitor make-up exams.
• Maintain department social media accounts.
• Perform routine web-site maintenance.

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 course work or college degree.
• Supervisory experience.
• Experience with digital design.
• Curation of databases.

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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