Academic Coordinator position available in the Arts and Humanities Division located on Central Campus - Overcash Building.

​This academic area included three different divisions - Arts & Communication, English, and Humanities.  This group consists of over 250 full and part-time faculty as well as staff.

​Anticipated hiring date:  November 1, 2021

Work Schedule:  Monday - Friday 9am - 5pm

Hours per week:  40 hours

​General Function

The Academic Coordinator role performs a variety of moderately clerical and complex administrative tasks, which may include monitoring inventory, purchasing, maintaining spreadsheets in support of the academic area’s daily operations.

This position will also support the Associate Vice President with administrative and technical tasks, as needed.

​Characteristic Duties and Responsibilities

1. Monitors budgets and assist in facilitating transactions pertaining to payments, records, adjustments, discrepancies, and reimbursements for the academic areas (Curriculum and Corporate and Continuing Education), within the specified departmental area.

2. Maintains full-time and part-time hire documents, instructor workloads, and track hours for the
Affordable Care act and budgetary expenses.

3. Provides supervision and leadership to administrative staff within the academic area.

4. Assists Dean and AVP in maintaining calendar, scheduling appointments and providing support for special events.

5. Facilitates e-Procurement requisitions for the academic area; reviews and processes p-cards,
requisition orders and invoices; ensures that content is accurate and conforms to current policy.

6. Serves as point of contact for departmental processes and procedures; responds to inquiries and requests; serves as an informational resource to faculty and staff.

7. Creates and updates unit’s files; may purge inactive files; maintains unit’s computerized databases.

8. Monitors inventory and supplies; may order supplies, when requested.

9. Drafts and edits variety of correspondence and memos for supervisor’s approval; creates forms for academic area use; maintains social media presence and online newsletter.

10. Oversees and may assist administrative staff in requesting and obtaining faculty credentialing
documents for part-time and full-time hiring.

11. May assist administrative staff in creating contracts and rate schedules; may coordinate payments; may research, resolve discrepancies and review for accuracy.

12. Oversees administrative staff in the collection and processing of departmental time sheets to meet deadlines.

13. Coordinates clerical and technical support for committees, special projects, and various productions.

14. Performs complex and confidential duties relating to financial and personnel issues.

15. Coordinates travel arrangements.

16. Utilizes various software to prepare reports and/or special projects.

17. Serves as liaison to Human Resources during the hiring process which duties includes, but are not limited to, scheduling interviews, tracking progress through online Human Resources applications, maintaining part-time hire documents and processing termination documents.

18. Participates in committees and attends meetings, as requested; serves as a liaison to the Associate Vice President, internal, and external constituents; develops and prepares agendas and minutes for meetings; maintains documents in Google drive.

19. Serves as an informational resource to internal and external contacts.

20. Performs other duties as assigned.

​Knowledge, Skills, Abilities and Characteristics

*  Ability to interpret and apply guidelines, regulations, policies and procedures when necessary
*  Exercise exemplary judgement, maintain a high degree of confidentiality and a professional
demeanor
*  Ability to communicate clearly, written, and verbally
*  Provide a high-level of customer service
*  Knowledge of standard office procedures and equipment
*  Ability to prepare and analyze reports
*  Strong analytical skills and attention to details
*  Strong customer service/communication skills