Academic Coordinator, Department of Physics

Administrative Assistant

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities. This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions:

• Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, coordinates and monitors conference calls, takes messages and replies to questions regarding programs, office procedures, and policies.
• Collects/compiles information, such as memos, letters, reports, faculty syllabi, etc.
• Assists in planning, coordinating, and promoting departmental events, meetings, and activities.
• Assists in making travel lodging arrangements for departmental speakers and guests.
• Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order.
• Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
• Serves as department Business Administrator and attends meetings in order to stay up to date on Financial Services policies & procedures and shares information & policy changes with other members of the department.
• Maintains and analyzes all departmental funds; tracks and monitors expenses; reviews department credit card transactions; reconciles general ledger on a monthly basis and submits journal entries as needed.
• Acts as Departmental Property Administrator (DPA) and maintains log of fixed assets within the department.
• Enters courses into Workday and provides course information, such FYS offerings and Undergraduate Bulletin updates, to the Dean's Office as required.
• Assists with all processes related to faculty (e.g., recruitment/on-boarding, leaves, fellowships, tenure and promotion, exits).
• Assists with major/minor declaration process and student registration.
• Serves as the primary liaison between the department and all other units on campus.
• Assists with department website updates and maintenance.
• Manages student employee hiring process and oversees workload and timecard approval.
• Responds to administrative needs of faculty members.
• Assists in graduate program recruitment and other graduate duties.
• Keeps track of and assists in reimbursement of graduate student travel (attending conferences).
• Performs other duties as assigned.

Required Education, Knowledge, Skills, Abilities:

• High school diploma plus one to three years related experience, or an equivalent combination of education and experience.
• General knowledge of office management procedures and techniques.
• General knowledge of budget systems and financial and accounting procedures.
• Ability to demonstrate effective communication skills both verbally and in writing.
• Proficiency in Microsoft Office and Google Suite applications, and other software.
• Ability to operate peripheral office equipment (e.g., digital camera, scanner).
• Ability to maintain confidentiality of records and information.
• Ability to organize office workflow and prioritize work assignments.
• Accuracy and attention to detail.
• Ability to interact with faculty, staff, and administrators with diverse backgrounds.
• Ability to work occasional evenings and weekends as required.
• Ability to update skills on a continual basis.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor's degree plus one to three years related experience or an equivalent combination of education and experience.

Additional Job Description

Accountabilities:

Works under limited supervision. Reports directly to the Chair. Pro-Active in seeking out tasks and assignments. Commitment to position and the mission of the Department and the University.

Physical Requirements:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Disclaimer:

The Wake Forest College embraces the exceptional learning opportunities afforded by a residential liberal arts experience for our students. Therefore, academic coordinators are expected to work on campus and participate in the academic and intellectual life of the campus that is unique to a residential college.

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

Time Type Requirement

Full time