Job Description

Department Coordinator

Pay Grade:  4

Template prepared on 5/7/04 and appears in Black.

Additional qualifications and responsibilities will be added in Blue

Qualifications:

1. Bachelor's degree or direct position experience, knowledge, and/or skills necessary are equivalent to a Bachelor's degree in a related field.
    
2. Minimum of three years office/administrative experience.
    
3. Adept in the use of office technology including word processing, spreadsheets, database and presentation graphics applications, HTML or web page design experience, Adobe Acrobat.
    
4. Demonstrated effective interpersonal, communication, and organizational skills with ability (to work with students, faculty, community members, and the college community) to consult with a diverse population.
    
5. Knowledge of math and accounting for budget management.
    
6. Ability to prioritize projects and tasks and to respond to simultaneous requests from several directions.
      
7. Experience organizing events involving publicity, catering, and planning of programs.

Responsibilities:

1. Compose letters, memos, agenda, and reports; provide secretarial and/or editorial assistance as requested.
    
2. Supervise student employee(s).  This includes hiring, providing work direction, approving time cards, and completing of performance appraisals.
    
3. Monitor department budget, process check requests, purchase orders, and petty cash receipts, and order equipment/supplies from outside vendors.  
    
4. Other duties as assigned.
     
5. Coordinate weekly seminar and special speaker presentations.
     
6. Monitor and order office supplies 
     
7. Maintain departmental web site, newsletter, online journal and graduate program board.
     
8. Attend and take minutes of department coordinating committee meetings.
     
9. Communicate with students, faculty and alumni through letters, email, memos, agenda, and reports. Construct and maintain email lists for majors, minors, graduates and other interested students. Write/edit departmental student newsletter.
     
10. Supervise the on campus and off campus mailings and copying of class materials.  Maintain office equipment (arrange for repairs and service as needed for fax machine, copiers, departmental printers, AV machines, and lab equipment.)
       
11. Provide office support for faculty searches. This involves processing incoming applications, organizing a system for filing and keeping track of applications, sending a reply to all applicants, fielding inquiries from applicants, arranging for the advertising in relevant publications that are separate from the college advertising, making arrangements for campus visits (arranging for overnight accommodations, organizing students and faculty for visits with applicants. reimbursing the applicants for their expenses, etc).  Keep track of all expenses associated with the search in order to be reimbursed.
      
12. Provide a welcoming and supportive environment for students and faculty.
      
13. Organize and schedule events to inform students and build department esprit corps (e.g. career panels, campus symposia, study abroad lunch, department picnics, grad school panels, senior social, sophomore information pizza lunch, etc.)  The ordering and supplying of food and drinks for all events is a ongoing concern for coordinators and usually means obtaining and carrying such from off campus vendors.
      
14. Coordinating events that occur on an irregular schedule (e.g. retirement dinners, conferences for other colleges, special celebrations for faculty honors, etc.).  Coordinating involves publicity, invitations, organization, scheduling, arranging for AV, security, food, drink, decorations, etc.
      
15. Advise and work with student organizations on community building activities (e.g. book sale, t-shirts, pizza party, honor society induction, etc.)   Keep the student lounge supplied with basic refreshments such as instant coffee, cocoa, tea and condiments.
      
16. Maintain a bulletin board of pictures of majors so that students and faculty can become better acquainted.  Provide information in an organized way on part time jobs, full time jobs, graduate school information, volunteer opportunities.  This can be done with bulletin boards, files, 3 ring binders, etc.
      
17. Oversee students doing make up exams.
     
18. Troubleshoot problems as they arise.
      
19. The coordinator works under the supervision of the department chair but must be able to take initiative and execute responsibilities independent of the chair.