College of Education Support Services Coordinator

Position Information

Department/College College of Education Position Title College of Education Support Services Coordinator Job Category Staff Posting Number 00529 FLSA Non-Exempt Full or Part Time Full-Time Other Temporary No If Temporary, number of months

Position Summary Information

Duties

The COE Support Services Coordinator is responsible for coordinating academic, administrative, 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 of Education (COE), including the two COE academic departments

* Provide direct support to the COE 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

* Assist the Assistant Dean to ensure accreditation and state deadlines are monitored and met

* Work with the Assistant Dean to monitor and ensure deadlines for annual submission of schedules, catalog changes, and faculty evaluations are met

* Provide clerical support for NCATE/CAEP, AL-PIE, and Title II reporting processes, including accurate and timely data entry

* Manage ATSU COE data listed on the Council for the Accreditation of Educator Preparation (CAEP) website

* Serve as profile manager on the American Association of Colleges for Teacher Education (AACTE) website, responsible for keeping faculty and staff information current

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

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

* Create PO requisitions in Banner for COE travel, memberships, etc., and assist with the reimbursement process and maintain spreadsheets to track expenses

* Provide clerical support for COE faculty and staff, and maintain related documents, including leave, travel requests, evaluations, etc.

* 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

* Serve as recorder for COE-related meetings for the Assistant Dean

* Monitor the mail room, distribute mail, and manage copying of forms within

* Order, stock, and distribute office supplies for COE faculty and staff, and maintain functioning operations of copiers and printers

* Schedule office movement and provide inventory control for McCain Hall, coordinate with the Maintenance Department

* Notify the Maintenance Department of McCain Hall building issues via work order submission

* Coordinate hiring efforts for COE Adjuncts and Intern Supervisor Adjuncts and verify employment eligibility with the Department of Homeland Security

* Assist with commencement activities

* Reserve conference rooms for faculty and staff

* Assist students via phone and walk-ins

Cross-College Collaboration & Continuous Improvement

* Collaborate with other COE 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 COE administrative support meetings, contributing to shared knowledge and consistent practices

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