Job Title: Academic Department Coordinator - College of Computing
Classification: C3
Department: College of Computing
Updated: June 2024

Job Summary

Provides clerical support for the College of Computing and serves as the first point of contact for interaction with the College. Discretion and judgment concerning the procedures to use or policies to follow is required.

Essential Functions

• Responsible for the coordination and the quality of the clerical work for the College office which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail and bulk mailings; typing memos and other correspondence; maintain office filing system.
• Provides administrative support (i.e., scheduling, calendar management, programmatic support) for the Assistant Dean and Director of Marketing and Communications schedules. 
• Answers or refers inquiries from students, faculty, staff, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings, facilities, and events.
• Disseminates information that may require explanation and interpretation of established university and College policies and procedures and directs individuals to sources of additional information.
• Responsible for creating, maintaining, and updating filing information/record keeping systems.
• Compiles, analyzes, and logically formats statistical data and reports.
• Monitors departmental budget reports and reconciles the reports with the College’s records.
• Generates reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials.
• Responsible for ordering office supplies; processing various university forms.
• Maintains College electronic forms and shared drive.
• Hires, trains, and supervises student employees and may act as lead worker for other PSS.
• Coordinates all clerical duties associated with staff searches.
• Coordinates/monitors grade processing.
• Processes student employee payroll and maintains appropriate records monitoring available dollars.
• Maintains/schedules for orientation/advising/special projects/programs/events for departments.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Supports the organization and operation of College events.
• Makes travel arrangements for faculty.
• Assists in academic scheduling of courses, classrooms, times, and faculty.
• Acts as liaison between Dean’s Cabinet, and frequently represent the College to faculty, staff, students, and outside organizations.
• Other related duties as assigned.

Non-Essential Functions

Not Applicable.

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.
• Experience in higher education.

Supervision Received

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

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other 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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