February 3, 2021

SUMMARY

O2 Employment Services is partnering with a local university to find its next Academic Affairs Coordinator. The Academic Affairs Coordinator provides coordination of the office of Academic Affairs.  The primary responsibilities of the position include preparation of a variety of academic reports, maintenance of faculty handbook, coordinating commencement activities and maintaining academic policies and procedures.  

Qualifications:

  • Three to five years of administrative support experience required
  • Bachelor’s degree desired
  • Understanding of the university academic environment
  • Exemplary customer service and interpersonal skills
  • Exemplary organizational skills in the performance of job duties
  • Ability to maintain the confidentiality of all information, data, and records
  • Proficient with Microsoft Office software applications (e.g. Word, Excel, PowerPoint, etc.)
  • Willingness to learn new software applications, as needed
  • Ability to take initiative
  • High level of integrity

General Expectations:

  • A personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing faith and engaging in conversations about Christ.
  • Demonstrate the University Values in the performance of all duties
  • Maintain lifestyle in accordance with the University Lifestyle Policy in Staff Handbook
  • Maintain the confidentiality of information, data, and records. Properly use tact, diplomacy, discretion, and judgment
  • Demonstrate strong customer service skills in the performance of job duties
  • Demonstrate good organizational and communication skills in the performance of job duties
  • Supervises employees in accordance with the University policies and procedures (for supervisory positions)
  • Support the overflow needs of other departments within the respective university area
  • Perform other duties in accordance with this position as deemed necessary by the immediate supervisor.

Essential Functions:

  • Coordinates and performs diverse administrative duties, including serving as a customer representative for the Academic Affairs Office
  • Maintains all academic office files, forms, databases, lists, records, Academic policies, and Academic webpages.
  • Assists the Provost, Dean of Arts and Sciences by scheduling appointments and meetings, screening phone calls, greeting visitors, collecting data, and producing reports.
  • Maintains and orders office supplies, plaques/certificates, etc. for the academic office
  • Prepares work orders, check requests, payment authorizations, and pay reports as needed
  • Maintains and updates the Academic Calendar, University Catalog, Faculty Handbook, Academic Policy and Procedure Manual, and other academic publications and event programs
  • Makes arrangements for faculty meetings, retreats, and in-service events
  • Organizes new faculty yearlong orientation process
  • Assists with coordination of faculty vacancy notices, interviews, and contracts.
  • Prepares other reports, summaries, or replies to inquiries selecting relevant information from a variety of sources, including reports from outside agencies
  • Monitors monthly budget reports for the academic office as directed
  • Prepares adjunct pay reports for the finance office at beginning of each semester and summer term
  • Prepares payment authorizations for faculty overloads, directed and independent studies, internships, student-teacher supervisors, on-line courses, and other duties as determined by the department chairs and approved by the Associate Provost
  • Responsible for organizing fall convocation
  • Organizes and coordinates commencement ceremonies, chairs Commencement Planning Committee.

 

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