Human Resources

Administrative Support Coordinator - Academic Affairs

 

Department

Academic Affairs

Overview

The Administrative Support Coordinator ensures regular administrative support of teaching faculty through the administrative assistant team, and provides support for routine Dean’s Office functions, in collaboration with the Executive Assistant to the Dean of the College. The latter often involves acting as a liaison between the Dean’s Office and other administrative offices.

The Administrative Support Coordinator has two main responsibilities:

  1. Office support for the Office of the Dean of the College that includes process and procedure implementation supporting the Office of the Dean of the College, particularly the Associate and Assistant Deans
  2. Coordination, support, and supervision of the administrative assistant team supporting academic departments and the Academic Affairs Division.

Responsibilities

  • Liaise with academic departments relating to projects, initiatives, and hiring processes spearheaded by the Office of Dean of the College, including process and procedure implementation, and streamlining across departments
  • Hiring, training/onboarding of academic department administrative assistants including
    • Managing the workload/reporting assignments
    • Organizing regular group meetings to foster team development
    • Annual performance reviews and biweekly timesheet approvals
  • Oversee the functions of the office including routine office procedures such as purchasing, reimbursements, mailings, website maintenance, calendar management, scheduling meetings, and management of internal communications from the Dean’s Office
  • Supervise and recruit student employees for dean’s office
  • Support for term and adjunct faculty hiring
  • Support of academic programs and committees led by Assistant and Associate Deans
  • Maintaining records and communications related to student matters such as research travel funding, annual departmental honors projects and awards, academic probation and suspension, and Dean’s List
  • Support of Faculty Development, including New Faculty Orientation Events, mentoring programs, and funds tracking process
  • Organize and collaborate on academic events
    • Support public events such as Baden Lectures, CoSA, Spring Awards
    • Assist College Events and other offices with annual ceremonial events such as Convocation, Commencement, Baccalaureate, Faculty Retirement
    • Reserving space, plan catering, and facilitate other programmatic elements
  • Produce Dean’s Office newsletters highlighting faculty achievements throughout the year

Requirements and Qualifications

  • Associate’s Degree (Bachelor’s preferred)
  • Minimum of three years of experience in an office setting, including one year of supervisory responsibility preferably in a college or university
  • Strong interpersonal skills
  • Understanding of and commitment to team effort and demonstrated initiative to work independently and as part of a team
  • Demonstrated ability to multi-task, problem-solve, manage processes, and maintain flexibility
  • Proficiency in computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint), the Internet, with enthusiasm and ability to learn additional computer programs
  • Accuracy and attention to detail
  • Excellent written and oral communication skills
  • Excellent organization and time and project management skills
  • High degree of discretion dealing with confidential information
  • Commitment to student access, success, diversity, and inclusion is required

Application

Interested candidates should apply here. Once you create an applicant account, you will be prompted to upload your cover letter, resume, and a list with contact information for three references to the applicant database.

Ursinus is an AA/EO employer. Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, gender identity or expression, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law in the administration of any of its educational programs or activities or with respect to employment.