Administrative Coordinator III (EMR, FOLK, HLIT, Medieval Studies)

Job Summary:

The Administrative Coordinator (AC) provides general administrative and operational support to the academic units, and may assist or lead departmental projects and initiatives under the guidance of the Manager of Administration (MOA). The AC also provides administrative and project support to the Chairs. Strong in-person presence required.

The Administrative Coordinator supports the Department Chairs and MOA in implementing the strategic priorities of the departments. Independently responsible for administrative coordination of an administrative grouping, anticipating and resolving problems independently. Has primary responsibility for office management, departmental projects, events, programs or conferences. Under the guidance of the MOA, may independently lead projects and programs for the grouping.

Job-Specific Responsibilities:

Office Administration

• Provide general administrative support to the grouping and faculty in the grouping.

• Track and maintain departmental records within the administrative grouping. 

• Coordinate faculty leave request process on an annual basis.

• Support departmental committees.

• Assist in unit personnel management and on-boarding; may train, assign and direct work for support staff, students, LHTs, and temps. May serve as back-up time approver.

• May provide support, as needed, for departmental activities, such as coordinating research appointments, hosting seminars/visitors, managing the course catalog, and directing faculty to appropriate central services, if applicable.

• As needed, provide day-to-day support to the departments such as ordering supplies, submitting expenses, and sorting mail.

• Demonstrated discretion when handling confidential department matters.

• May serve as a liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, calendars, contact information, and other materials needed to support timely and accurate communications.

• May perform other related duties as assigned, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage if applicable.

Event and Program Support

• May coordinate and support a variety of department-wide events and/or meetings, working with central services if applicable.

• Under the general guidance of the MOA, serve as the lead administrator for grouping-level projects or programs.

Department Chair Support

• Supports the Chairs and/or other department leaders on multiple department/program-wide initiatives by scheduling meetings or events, or helping with logistics.

• Drafts and distributes internal and external reports/communications on behalf of the Chairs, as needed (to internal and external constituents).

• May coordinates and leads preparations for multiple department faculty meetings, drafts meeting agendas and minutes.

• May perform other related duties as assigned.

Working Conditions:

• May be expected to work on campus up to 4 days per week.