College of Education Support Services Coordinator Job Athens area,Alabama USA,Administrative/Clerical

Posting Details

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 members
Continuously assess and recommend improvements to workflows, systems,…