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.
