Divisional Administrative Services Coordinator

Position: Divisional Administrative Services Coordinator I
Location: Parkville

The Divisional Administrative Services Coordinator provides high-level administrative, operational, and coordination support to the Associate Dean and Program Directors within one or more academic divisions at the University. The position supports efficient academic operations, timely compliance with institutional and accreditation requirements, and effective communication across faculty, staff, and administrative offices throughout the University. The role requires the ability to manage highly confidential academic, personnel, student, financial, and accreditation-related information with discretion, accuracy, and professionalism.

Position Accountabilities
1. Curriculum, Assessment, and Academic Quality Support Track the status of program assessment reports, program reviews, and curriculum proposals from draft through final submission and approval; participate in assessment data collection at the direction of the Program Directors.

Maintain shared repositories of master syllabi requirements, assessment plans, and related academic materials.

Compile summary reports and basic data reports (e.g., enrollment, course rotations, course development cycles) using institutional data sources for review by academic leadership.

Assist with the collection, organization, and maintenance of accreditation and assessment documentation, including evidence files and supporting materials.

Assist in drafting, formatting, and editing accreditation-related narratives and reports as directed by the Associate Dean.
2. Faculty Support and Personnel Process Coordination Help coordinate hiring and orientation processes for adjunct faculty teaching on-ground.

Maintain faculty workload and credential records in coordination with Program Directors.

Track and provide reminders to Program Directors regarding adjunct faculty reviews, peer observations, annual evaluations, and required personnel timelines.

Help coordinate the schedule of annual on-ground classroom observations for full-time faculty.

Serve as a point of contact for faculty regarding administrative processes and deadlines.

Maintain records related to faculty qualifications, training, and compliance requirements.
3. Student-Related Administrative Coordination Support administrative workflows related to student conduct and academic concern processes, including Maxient case tracking, documentation management, and deadline monitoring.

Coordinate scheduling and documentation for student meetings, appeals, and review panels as directed by the Associate Dean or Program Directors.

Track recurring student issues and prepare summary information for divisional leadership review.

Ensure Program Directors submit and maintain current degree maps, advising materials, and course rotation plans to advising teams.

Support recruitment and outreach logistics, including event scheduling, faculty participation tracking, and coordination with Enrollment and Student Services teams.
4. Course Scheduling, Staffing, and Instructional Operations Support Coordinate the review of course schedules, course rotations, and adjunct availability information from Program Directors.

Follow up on syllabus submission and approval status each term in collaboration with Registrar/FAST.Assist Program Directors as they staff on-ground courses (e.g., contact adjunct faculty to determine availability).Maintain contact information for current adjunct faculty to facilitate regular communications between Program Directors and adjunct faculty.
5. Budget, Operations, and Division Administration Track divisional budget activity at a summary level.

Prepare routine budget and expense reports for review by the Associate Dean.

Process purchase requests, reimbursements, and contractual paperwork in accordance with institutional policies.

Oversee disbursement of CBA faculty professional development funds approved by the Associate Dean and Dean of Faculty.

Coordinate divisional meetings, including agendas, materials, minutes, and action-item follow-up.6. External Relations Support Coordinate scheduling, logistics, and materials for external meetings, advisory councils, and partnership engagements.

Maintain records related to divisional advisory groups, external partners, and outreach activities.

Assist with preparation of materials for community, industry, alumni, and professional events.

Confidential Data Stewardship Handle, store, transmit, and archive confidential student, faculty, and institutional data in compliance with FERPA, data privacy standards, collective bargaining agreements, and University policies.

Exercise discretion and sound judgment in managing sensitive personnel, student conduct, academic, financial, and accreditation-related information.

Maintain secure electronic and physical filing systems and ensure appropriate access controls and records retention practices.

Position Requirements :

Bachelor’s degree (combination of relevant education, training and certification may be considered).Minimum of five years of progressively responsible…