Academic Administrative Coordinator, Part-Time

Position: Academic Administrative Coordinator, Part-Time - The College of Wooster
Job Category:

Staff

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Job Description:

Location:

Wooster, OH Category:
Staff Job Type: Part-time Non-Exempt Posted On:
Tue Jun 16 2026

Job Description:

Summary:

The Academic Administrative Coordinator performs complex administrative and operational duties requiring independent judgment, strong organizational skills, and a high level of professionalism. Responsibilities include managing departmental budgets and purchasing, coordinating events and faculty searches, maintaining departmental websites and communications, processing contracts, handling confidential information, and supporting faculty, students, and visitors. The coordinator also serves as a building-level liaison across multiple campus offices to support the smooth operation of academic programs and facilities and has the primary responsibility for onboarding the four Foreign Language Teaching Assistants each year.

This is a half-time (1040 annual hours) twelve-month position with approximately twenty-five hours per week during the August through May academic year and fewer hours distributed, as required by the position, over summer and breaks.

Essential Duties & Responsibilities:

Administrative & Office Support

* Greet visitors, answer inquiries, and direct individuals to appropriate staff.

* Handle confidential and non?routine information with discretion.

* Perform general office duties including ordering supplies, mail processing, copying, scanning, filing, and maintaining electronic and paper records.

* Prepare reports, memos, contracts, letters, and other documents using word processing, spreadsheet, and database software.

Scheduling & Event Coordination

* Schedule meetings, travel, speaker events, and academic activities.

* Organize faculty searches, curricular reviews, special events, and guest speaker visits.

* Coordinate building and classroom scheduling, ensuring appropriate setup and space allocation.

Budget, Purchasing & Contracts

* Assist department chairs with annual budget planning and forecasting.

* Help faculty, students, staff with account monitoring.

* Monitor monthly expenditures, reconcile accounts, and process financial transactions.

* Initiate, track, and receive purchase orders, requisitions, and vendor contracts using Colleague.

* Ensure all purchases comply with College policies and required approvals.

Communication & Web Management

* Create, update, and maintain departmental web pages and faculty bios.

* Manage departmental listservs, public announcements, promotional materials, and bulletin boards.

* Prepare newsletters, reports, or other similar materials.

Data, Records & Compliance

* Manage data for majors/minors, alumni, equipment inventories, and departmental databases.

* Compile and maintain accreditation materials and required reports.

* Maintain departmental and building signage, directories, and documentation.

Building Operations

* Serve as primary contact for facilities issues, submitting and tracking work orders.

* Manage building access, key distribution, deposits, and returns.

* Oversee photocopier maintenance, supplies, and service requests.

Project Coordination

* Work independently on special and ongoing projects assigned by department chairs or by other authorized staff in Academic Affairs.

* Plan presentations, coordinate major mailings, and support departmental initiatives.

Job Requirements:

Education & Experience

* Certification in office administration, or equivalent combination of education and 2-5 years related experience.

* Higher education experience preferred.

Knowledge:

* Strong communication (written and verbal) and customer service skills.

* Excellent time management, organization, and multitasking abilities.

Skills:

* High attention to detail and accuracy in all work.

* Ability to work independently with minimal supervision in a fast?paced environment.

* Proficiency in Microsoft Office, databases, website CMS tools, and Colleague.

Abilities:

* Acknowledge and comply with all departmental SOP, safety, and college requirements.

* Commitment to CoW's mission, vision and values

Additional Information:

The College of Wooster does not discriminate on the basis of race, color, sex/gender, gender identity, gender expression, medical condition, political affiliation, religion, creed, ethnicity, national origin (including ancestry), citizenship status, disability, age, marital status, family responsibilities, sexual orientation, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by institutional policy, or by state, local, or federal law.

All offers of employment are subject to verification of the legal right to work in the United States as required by federal law. For more information see our nondiscrimination policy. For more information see our nondiscrimination policy.