College of Arts and Sciences Support Services Coordinator

Position Information

Department/College College of Arts & Sciences Position Title College of Arts and Sciences Support Services Coordinator Job Category Staff Posting Number 00514 FLSA Non-Exempt Full or Part Time Full-Time Other Temporary No If Temporary, number of months

Position Summary Information

Duties

The COAS Support Services Coordinator is responsible for coordinating academic, administrative, safety, and event-related functions across multiple departments and divisions within the college, while also providing direct support to the College's Assistant Dean and faculty.

ESSENTIAL FUNCTIONS:

Faculty, Staff, & Academic Division Support

* Serve as the primary administrative support for all full-time and adjunct faculty across the College Provide direct support to the COAS Assistant Dean, including managing calendars, coordinating meetings, preparing agendas, and handling communications

* Maintain curriculum records and assist with updates to plans of study, catalog entries, and syllabi collections

* Compile semester course schedules for COAS based on submissions by Faculty Support Services Coordinators and coordinate with the Registrar's Office to address initial room assignments and schedule changes

* Collect, organize, and distribute faculty office hours in a matrix format for student reference and placement on the COAS website

* Process forms including leave requests, course substitutions, grade changes, directed study approvals, and reimbursements using digital workflows (e.g., Box)

* Maintain digital and physical records in accordance with institutional retention policies

Event Coordination, Recruiting, & Student-Facing Services

* Coordinate logistics and provide administrative support for recruiting events, outreach activities, and academic ceremonies (e.g., Honors & Awards)

* Support faculty and students with communication related to class changes, cancellations, or academic updates

* Maintain a welcoming and professional office presence for all students, visitors, and faculty

Administrative Operations & Systems Coordination

* Maintain the COAS data management systems, including tracking, compiling, and analyzing data to support strategic planning and reporting

* Monitor inventory and coordinate ordering of office and instructional supplies for COAS faculty and staff

* Manage purchase order requests, vendor communication, and travel reimbursements in compliance with university procedures

* Oversee shared equipment (copiers, printers, scantrons) and coordinate technical support or supply orders as needed

* Submit and track work orders using eSpace for facilities, maintenance, custodial, and IT requests

* Assist with budget-related tracking, planning documentation, and preparation of internal or external reports

* Schedule classrooms and meeting rooms using eSpace and Zoom

* Provide minute-taking recording for meetings in person and virtual meetings as needed

* Use Banner 9 and other institutional systems for academic and procurement processes

Lab Safety & Risk Management Support

* Support the Assistant Dean and Health and Life Sciences Division Head with safety and risk management initiatives across all COAS academic labs

* Assist in tracking and maintaining documentation for Chemical Hygiene Plans and other safety protocols relevant to Natural Science Wet Labs and other lab environments

* Submit and track safety-related work orders, equipment maintenance requests, and procurement of safety supplies or services

* Serve as an administrative liaison to university safety/risk management offices and ensure lab documentation aligns with compliance requirements

Cross-College Collaboration & Continuous Improvement

* Collaborate with other COAS administrative staff to ensure seamless communication, mutual support, and operational continuity

* Provide coverage and administrative support for other divisions within the college as requested by the Assistant Dean

* Participate in regular COAS administrative support meetings, contributing to shared knowledge and consistent practices

* Engage in cross-training, onboarding, and mentoring of new administrative team members

* Continuously assess and recommend improvements to workflows, systems, and processes that enhance efficiency, service quality, and compliance

* Demonstrate professionalism, flexibility, and responsiveness in a dynamic academic environment

* Complete other duties as assigned

Qualifications

QUALIFICATIONS

REQUIRED:

* High school diploma or its equivalent required.

* Ability to understand oral and written instructions required

* Basic computer knowledge and experience required

* Ability to organize and work independently required

* Ability to communicate effectively and establish and maintain positive working relationships required

OTHER QUALIFICATIONS AND

JOB REQUIREMENTS:

Preferred:

* Bachelor's degree with courses or experience in statistics, finance, information systems management, accounting, and/or math preferred

* Experience in using Banner and Excel preferred

* Experience with database…