Academic Department Coordinator or Program Coordinator (multiple incumbents)

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Job Descriptions

Academic Affairs

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General Information
Position Title:	Academic Department Coordinator or Program Coordinator (multiple incumbents)
Control Number:	111111
Reports To:
Department Name:	Academic Affairs
Location:	Academic Affairs
Date Prepared:	Dec-05
Exempt:	No

Primary Purpose

Facilitates the educational mission of the department(s) and affiliated programs by providing administrative and technical support to the Chair(s) and faculty members.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Adheres to Banner Student Module policies and deadlines.
Reviews all course/section data for conformity to Banner requirements. Assists students and faculty in understanding the Banner registration process.
Enters approval/permit overrides as required. Provides departmental course reports using current reporting software.
Coordinates annual catalog copy and updates web version as needed. Reviews class schedules for accuracy and communicates changes/errors to the scheduling office.
Recruitment: Monitors department compliance with all College hiring guidelines; coordinates recruiting process; submits job advertisement, receives and acknowledges all correspondence, creates and maintains applicant files, creates and maintains a FileMaker Pro database for applicant information, prepares visiting candidate’s schedule (travel, interviews, lodging, meals, publicity), prepares interview folders for Old Chapel, prepares statistics for recruiting report.
Contacts short listed candidates and arranges interviews at Annual Convention(s), when applicable.
Establishes and maintains databases/lists of departmental majors, affiliated program majors, independent study projects and senior theses.
Keeps confidential files for student transcripts and honors students.
Develops budget for Chair’s approval and enters requests in Banner Financial Module.
Manages budget and tracks expenses monthly in Banner.
Prepares vouchers, journal entries and purchase requisitions for reimbursement and ordering supplies.
In addition to department budget, manages enrichment, endowed, and discretionary funds (for department and affiliated programs). Monitors spending, and keeps Chair informed of expenditures and balances as needed.
Department Coordinators provide continuity and stability during Department Chair transitions every 1-3 years. Advises Chair and faculty of College policies and guidelines. Liaison between Administration and support offices to ensure that deadlines are met and all necessary paperwork completed appropriately. Assists in acclimating new faculty to the College and community. Interacts with students, answering inquiries or directing them to proper channels.
Coordinates arrangements for lectures and special events, including scheduling, publicity, catering, travel, lodgings, and media services.
Assists Chair in gathering and disseminating necessary materials (e.g. course rosters to SAC representatives) for faculty review process.
Updates and maintains departmental web sites using current software. Sorts and distributes mail; handles phone calls; maintains inventory of supplies for department office and faculty. Coordinates work of office student assistants, trains in office procedures, and approves hours in Banner. Supervises maintenance of departmental equipment and offices.
Participates in CAOS meetings, computer training, and professional development opportunities to gain necessary knowledge of new systems and better serve the mission of the department(s).
Performs responsibilities which assist the department in maintaining its mission.

Education & Training

Associate's Degree or equivalent office management experience required.

Experience

3-5 years of previous administrative office experience.

Knowledge

Computer literacy, familiarity with Microsoft Office (IBM/MAC), Excel, and Filemaker Pro. Web page, email, file sharing knowledge helpful; SCT Banner knowledge preferred. Good writing skills required.

Other

Strong organizational and communication skills, ability to learn multiple computer systems/programs, work under pressure with frequent interruptions. Ability to work independently, without supervision, and to prioritize essential tasks. Position may include the need to climb stairs, operate a computer for long periods of time, and complete errands across campus.

This is a generic job description. This description should not be used for market pricing or performance reviews. You may request specific Academic Department Coordinator or Program Coordinator job descriptions from Human Resources.