Academic Coordinator

24 hours ago

WinstonSalem, United States Wake Forest University Full time

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair, and faculty in carrying out their duties and responsibilities. This position is full-time benefits eligible and is scheduled to work 37.5 hours per week during the academic year, mid-August through late May, and no hours during June or July, for a total of 1,560 annual hours.

Job Description

Essential Functions:

  • Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, coordinates and monitors conference calls, takes messages and replies to questions regarding programs, office procedures, and policies.
  • Collects/compiles information, such as memos, letters, reports, faculty syllabi, etc.
  • Assists in planning, coordinating, and promoting departmental events, meetings, and activities.
  • Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order.
  • Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
  • Serves as department Business Administrator and attends meetings in order to stay up to date on Financial Services policies & procedures and shares information & policy changes with other members of the department.
  • Maintains and analyzes all departmental funds; tracks and monitors expenses; reviews department credit card transactions; reconciles general ledger on a monthly basis and submits journal entries as needed.
  • Acts as Departmental Property Administrator (DPA) and maintains log of fixed assets within the department.
  • Enters courses into Workday and provides course information, such FYS offerings and Undergraduate Bulletin updates, to the Dean‘s Office as required.
  • Assists with all processes related to faculty (e.g., recruitment/on-boarding, leaves, fellowships, tenure and promotion, exits).
  • Assists with major/minor declaration process and student registration.
  • Serves as the primary liaison between the department and all other units on campus.
  • Assists with department website updates and maintenance.
  • Manages student employee hiring process and oversees workload and timecard approval.
  • Responds to administrative needs of faculty members.

Required Education, Knowledge, Skills, Abilities:

  • High school diploma plus one to three years related experience, or an equivalent combination of education and experience.
  • General knowledge of office management procedures and techniques.
  • General knowledge of budget systems and financial and accounting procedures.
  • Ability to demonstrate effective communication skills both verbally and in writing.
  • Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, database programs, and other software.
  • Ability to operate peripheral office equipment (e.g., digital camera, scanner).
  • Ability to maintain confidentiality of records and information.
  • Ability to organize office workflow and prioritize work assignments.
  • Accuracy and attention to detail.
  • Ability to interact with faculty, staff, and administrators with diverse backgrounds.
  • Ability to work occasional evenings and weekends as required.
  • Ability to update skills on a continual basis.

Preferred Education, Knowledge, Skills, Abilities:

  • Bachelor‘s degree plus one to three years related experience or an equivalent combination of education and experience.

Accountabilities:

Works under limited supervision. Reports directly to the Chair. Pro-Active in seeking out tasks and assignments. Commitment to position and the mission of the Department and the University.

Physical Requirements:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee‘s supervisor.

The Wake Forest College embraces the exceptional learning opportunities afforded by a residential liberal arts experience for our students. Therefore, academic coordinators are expected to work on campus and participate in the academic and intellectual life of the campus that is unique to a residential college.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.

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