Administrative Coordinator
Description
Join Our Team
The Department of Agriculture, Nutrition, and Food Systems (ANFS) invites applications for an Administrative Coordinator to support our dynamic undergraduate academic programs.
ANFS is an interdisciplinary community dedicated to advancing the sustainability of the farm-to-fork-to-human wellness continuum through innovative teaching, engaged research, and community partnerships. Our department serves undergraduate students in Agriculture & Food Systems Nutrition, Animal Science, Applied Animal Science, Veterinary Technology participating in a variety of departmental and college-wide programs.
If you're an organized, collaborative professional who enjoys solving problems, managing multiple priorities, and helping students and faculty succeed, we'd love to hear from you.
Position Summary
Under the supervision of the Academic Department Program Manager, provide dynamic, highly responsible, complex administrative and operational support for the management of the undergraduate academic programs in the Department of Agriculture, Nutrition, and Food Systems. With an emphasis on quality customer service, perform a variety of duties in support of service to students and faculty within the department, including using independent judgement in applying and adapting departmental and institutional guidelines, policies, and procedures.
The ideal candidate is detail-oriented, adaptable, and enjoys working in a collaborative, fast-paced academic environment where organization, communication, and initiative are valued.
Duties/Responsibilities
Undergraduate Academic Program Support (20%)
-
Develop strong partnerships and work closely with university departments, including the COLSA Associate Dean, COLSA Professional Advisors, Honors Program, Office of the Registrar, and Institutional Research.
-
Responsible for interpreting and communicating policy and procedural information about Academic Policy, Course Scheduling, Curriculum Management, and the Academic Review Process to faculty, staff, and other administrative units.
-
Provide support to undergraduate program coordinators (course approvals, curriculum management, academic program review, catalog edit, and time and room) using CLSS and CIM.
-
Update undergraduate curriculum requirements (majors/minors) and reference materials;
-
Prepare Administrative Reports - Credit Hours & Class, Enrollments, Undergraduate Major count, BS Degrees Awarded.
-
Provide information to faculty by performing On-Line Data Inquiry utilizing Microsoft Excel, BANNER, WebIntelligence, Xtender.
-
Provide faculty with Program Requirements linked with academic history for graduation certification and Honors History for Honor-in-Major Programs.
-
Provide sound judgement in creating practical solutions to a wide range of situations;
-
Provide administrative support to the successful functioning of academic programs in the department.
-
Provide assistance to prospective students.
Promotion and Tenure (20%)
-
Responsible for interpreting and communicating policy and procedural information about Promotion & Tenure.
-
Coordinate Promotion & Tenure actions, including overseeing time sensitive and confidential material.
-
Maintain confidentiality in communicating sensitive information and material.
Coordinate resources for undergraduate student advising (15%)
-
Prepare welcome letters to incoming and internal transfer students.
-
Maintain undergraduate student records/update student database.
-
Assign faculty advisors to undergraduate students.
-
Enter/change student advisors in BANNER.
-
Interact directly/provide assistance to students.
-
Coordinate registrations for department subject majors and manage registration access codes, student transfers, and change of major requests.
Coordinate Time and Room (20%)
-
Maintain confidentiality in communicating sensitive information and material, Coordinate Time and Room.
-
Prepare Time and Room data and report to faculty on scheduling and course maintenance issues;
-
Work with faculty to resolve issues.
-
Establish and maintain course history folders; Update Course Database.
-
Prepare/coordinate R+30 report, Final exam and common exam schedule;
-
Coordinate Teacher Evaluations, ensuring all instructors and teaching assistants are evaluated each semester; Coordinate the collection and management of course evaluations.
-
Track Class and Grade Rosters, and Independent Study Registrations.
-
Manage permission-required courses.
-
Update Teaching Schedules.
-
Prepare correspondence in response to inquiries on departmental programs and activities, Coordinate resources for undergraduate student advising.
-
Prepare welcome letters to incoming and internal transfer students;
-
Maintain undergraduate student records/update student database.
-
Assign faculty advisors to undergraduate students.
-
Enter/change student advisors in BANNER.
-
Interact directly/provide assistance to students.
-
Coordinate registrations for department subject majors and manage registration access codes, student transfers, and change of major requests.
Departmental & Abroad Program Support (20% )
-
Provide support to the department Academic Affairs Committee, as well as provide support for events (U Day, Study Abroad Fair, and program level graduation celebrations).
-
Serve as administrative support and liaison for department Study Abroad programs including, but not limited to, helping with information sessions, registering students, predeparture management of important documents, and events.
-
Attend staff and college meetings.
-
Provide telephone and office coverage support.
-
Assist with and indirectly supervise front desk student employees. Includes helping with training, assigning responsibilities/tasks to student employees, and providing feedback on student employee performance to their supervisor. Other duties as assigned by the Academic Program Manager or the Department Chair.
Other duties as assigned (5%)
Requirements
Minimum Acceptable Education & Experience
-
Associate’s degree.
-
Seven years of office support experience of increasing responsibility, or an Associate's/Bachelor's degree and a combination of experience, specialized training and higher education equal to seven years.
-
Comprehensive knowledge of office procedures and practices.
-
Ability to establish and maintain effective working relationships with faculty, staff, students and the public.
-
Comprehensive computer skills including proficiency with Outlook, Excel, PowerPoint, SharePoint, OneDrive, and Word, and also with database management and software applications as required by the department.
-
Accuracy and attention to detail while working in a fast-paced, multi-tasking environment.
-
Effective written and oral communication skills.
-
Organizational and analytical skills.
-
Ability to exhibit a high level of discretion and confidentiality.
-
Ability to collaborate and give direction to colleagues as needed.
Preferred Qualifications
-
Bachelor's degree.
-
Work experience in college/university environment.
-
Demonstrated ability to work independently and implement problem-solving tactics.
-
Knowledge of academic procedures and the registration process.
-
Knowledge of promotion and tenure process.
-
Previous course scheduling and catalog editing experience.
-
Previous experience using Workday platform.
Why Join ANFS?
At ANFS, you'll become part of a collaborative team that supports student success and contributes to the future of agriculture, nutrition, and food systems. Your work will have a direct impact on the academic experience of our students while supporting faculty and staff dedicated to teaching, research, and public engagement.
If you're looking for a meaningful administrative role where organization, collaboration, and service make a difference every day, we encourage you to apply.
Applicant Instructions
Applicants should be prepared to upload