Department Coordinator III

Department:
Health and Sport Sciences
Location:
Belknap Campus
Time Type:
Full time
Worker Type:
Regular
Job Req :
R108033
Minimum Requirements:
High School Diploma/GED with four (4) years of related experience or an equivalent combination of education and experience. Grade 3 (Hourly)
Position

Description:



The Department Coordinator III provides comprehensive administrative and operational support across the Health & Sport Sciences Department (HSS) within the College of Education & Human Development (CEHD). This position supports the department chair, faculty, students, and staff by coordinating program operations, managing financial processes, supporting student records and admissions, and facilitating departmental events. The role serves as a primary point of contact for students, ensures compliance with university and CEHD policies, and provides leadership in managing office and departmental functions.

Essential Duties and Responsibilities

Financial Management

• Provide financial management support in Workday, including reconciliation of accounts, entry of charges, reallocations, vendor payments, purchase requisitions, and IUTs.
• Process travel arrangements, reimbursements, and additional pay contracts for faculty and staff.
• Monitor Pro Card expenses and maintain accurate financial records and reports.
• Assist in financial planning for departmental events and student engagement activities.

Faculty & Staff Support

• Provide administrative support to the department chair, assistant chair, and faculty, including scheduling meetings, processing faculty workplans and annual reviews, and managing department calendars.
• Support 30+ faculty and adjunct instructors with academic and administrative matters (e.g., course setup, textbook orders, system access).
• Assist in the hiring of part-time lecturers and processing of their contracts in Workday.
• Coordinate the execution of part-time lecturer (PTL) contracts each semester, including but not limited to obtaining necessary signatures, monitoring course enrollments, and making necessary adjustments in collaboration with department chairs and/or program directors.
• Maintain open lines of communication with faculty, staff, students, and campus partners within and outside CEHD as needed to ensure effective operations and timely resolution of issues.
• Update department leadership teams regularly on departmental matters, proposing recommendations for process, policy, or practice improvements.
• Prepare correspondence, maintain departmental files and databases, and ensure compliance with CEHD and Graduate School guidelines.

Student & Academic Support

• Coordinate and organize practicum/internship paperwork, MOAs with local agencies, and distribution of annual review letters.
• Support faculty and program directors in preparing and processing comprehensive exams.
• Process course enrollments, overrides, waitlists, independent study registrations, and grade changes.
• Provide guidance to students regarding academic policies and enrollment processes.

Event Planning & Student Engagement

• Plan and support departmental and program events including orientations, information sessions, academic/career development activities, and graduation celebrations.
• Assist faculty with organization of student-facing events (e.g., research colloquia, program milestones).
• Partner with the chair and program directors to coordinate student recruitment, retention, and enrollment initiatives.

Office & Administrative Management

• Manage daily administrative functions such as mail, email, service accounts, supply orders, facilities requests, and equipment.
• Maintain office flow and serve as the first point of contact for students, faculty, and visitors.
• Maintain departmental compliance with CEHD and Graduate School policies.
• Track, check in/out, and manage testing materials and resources used in HSS.
• Respond to program- and course-related problems for students and faculty, ensuring timely updates until resolution.
• Take minutes at departmental and program director meetings, track action items, and provide timely follow-up.

Supervision

• Recruit, hire, train, and supervise 3-5 Federal Work-Study students; oversee scheduling, distribution of projects,…