Coordinator of Administrative Operations

Coordinator of Administrative Operations

Position Title Coordinator of Administrative Operations

Unit Name

Unit Name Academic Affairs

Salary Grade

Salary Grade 6

Number of Months

Number of Months 12 months

Full-time or Part-time

Full-time or Part-time Full-Time

Hours per week 40

Proposed Annual Salary, Hourly Rate or One-time payment $36,880 (fixed and non-negotiable)

• Provides administrative and operational support to the Office of Academic Affairs and to the Director of Graduate Studies, Graduate Program Coordinators, and the Director of Sponsored and Collaborative Projects.
• Serves as key point of contact for the Office of Academic Affairs, answering calls and directing inquiries and visitors with professionalism and discretion.
• Monitors, reconciles, and tracks Academic Affairs budget accounts and provides guidance to unit budget managers regarding fiscal processes and compliance.
• Prepares and processes purchase requisitions, travel vouchers, reimbursements, and other financial documentation in accordance with state and university policy.
• Maintains inventory records and coordinates resource management for Academic Affairs.
• Prepares advertisements for faculty recruitment, assists with scheduling and logistics for candidate interviews, and supports departments with candidate travel reimbursements
• Serves as graduate admissions specialist: collects and processes application materials, maintains records, inputs decisions into Banner, and communicates outcomes to students.
• Coordinates graduate-related committees (e.g., Graduate Council, Graduate Appeals Committee), maintains official records, and ensures proper communication with faculty and students.
• Serves as the office expert for the Graduate Studies customer relationship management ( CRM ) system, including retrieving applications, answering questions from faculty and staff, resolving issues, and serving as liaison with the system vendor.
• Assists as needed with dual enrollment and sponsored programs processes.
• Cross-trains with the Executive Assistant to the Provost/ EVPAA and other Academic Affairs staff.
• Performs other reasonable duties as assigned.

• Bachelor’s degree preferred; professional knowledge equivalent to a bachelor’s degree required
• Three years related experience and/or training

Required:

• Proficiency with spreadsheets, word processing, and databases
• Ability to accurately record and report meeting notes
• Excellent attention to detail and strong organizational and verbal/written communication skills
• Ability to work independently with minimum supervision and meet deadlines on short notice
• Ability to manage sensitive or challenging problems with discretion and professionalism
• Ability to use independent judgment
• Commitment to maintaining confidentiality
• Ability to balance different reporting roles and determine priorities based on circumstance

Preferred:

• Knowledge of University working units, policies, and procedures
• Bookkeeping skills and budgeting experience

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to sit and talk or hear. The employee is regularly required to use hands to finger, handle or feel; stand and walk. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Special vision requirements include close vision and ability to adjust focus. The work environment is…