Admin Generalist Coordinator

Job Summary

This position coordinates and oversees digital imaging and duplicating services for the Department of Mathematics, serving as the primary point of contact for students, faculty, parents, and others, managing exam imaging, training staff, handling equipment, and providing general administrative support.

• Manages, coordinates, and directs all digital imaging and duplicating services for the Department of Mathematics. It serves as the first point of contact and administrative information resource for students, faculty, parents, and others as they visit the Math Department.
• Manages, coordinates, and directs the digital imaging and duplication of all exams, along with other digital imaging needs of the department.
• Serves as the primary person using the software to create individual exams with unique codes. Creates, scans, and distributes answer sheets, scanned answer sheets and graded exams. Coordinates with course coordinators to make sure the correct number of exams are printed and ensures they are ready on time.
• Trains new faculty and staff on copier and printer use. Oversees the machines completing small repairs or scheduling repairs that require a repair specialist.
• Manages and assigns copy numbers to all faculty, lecturers, and staff and informs them which copiers and printers they have access to.
• Prepares monthly reports reflecting copy usage. Tracks records of all charges to ensure correct billing via grants and/or billing each month.
• Coordinates mail, Fed Ex, supplies and other duties as assigned.
• Provides administrative support and manages appointments for department faculty and key staff. Serves as the initial primary point contact, answering incoming phone calls and providing direction and guidance for those calling or coming into the office in person.
• Manages and compiles faculty directories.
• Oversees the distribution and tracking of office keys.
• Responsible for managing the lost and found.
• Coordinates and places textbook orders, collects faculty schedules and responsible for scheduling classrooms for unique events.
• Oversees letters to major donors and flyers for Math Call‑Out nights.
• Serves as the point person for building and classroom maintenance issues, reporting those issues to make sure they are corrected/resolved.
• Typesetting exams in MS Word, learning LaTeX. Serves as the backup to the office services assistant as needed.
• Using appropriate software, produces annual departmental newsletter, incorporating components such as pictures and articles written by faculty.
• Provides administrative support to the graduate services assistant with copying, filing and record keeping, in addition to processing I‑9’s and background checks for graduate student hires (SAA and RA positions).
• Assists the Undergraduate Director in collecting applications for hiring graders each semester, processing the eDocs, I‑9’s and background checks for those positions as well as creates/updates a shared spreadsheet.
• Backup for KUALI timesheet approvals.

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
• Purchases and maintains office supplies and equipment, as well as budget expense control.
• May be part of a team to select and train other staff and allocate tasks and assignments to lower‑level appointed staff and monitor their performance.
• May assist with administrative needs related to the daily operations, planning, and implementation of various or multiple student services or department initiatives.
• May work on office projects engaging others to collaborate and accountable to see through completion.
• May perform other duties related to maintaining an internal website and/or working with social media.

Combinations of related education and experience may be considered. Education beyond…