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Coordinator to the Dean – Arts & Sciences
Posting Details
Position Information
Job Title
Coordinator to the Dean – Arts & Sciences
Position Summary
The Coordinator to the Dean works as a member of the School of Arts & Sciences team to provide administrative and secretarial support to the Dean, Department Chairs, Faculty and Staff of the School of Arts and Social Sciences. The Coordinator to the Dean is responsible for daily basic office operations including phone coverage, mail, and appointment calendar, filing/records, copying, and interacting with students, faculty and university offices to ensure efficient and effective communication and support.
Essential Duties and Responsibilities
1. Provide secretarial support, including but not limited to the following duties: screening incoming telephones calls, provide information, route calls and take messages; processing incoming and outgoing mail; copying documents; and, providing general office work to the Dean, Department Chairs and faculty within the school of A&S. | Daily 70%
Academic Support:
2. Support academic operations by managing room schedules and ensuring classrooms are opened and prepared. | Daily 5%
3. Process and submit student forms, and other documents requiring the Dean’s signature. | Daily 5%
4. Provide support to faculty and staff as needed to ensure efficient academic and administrative operations. | As needed
Administrative Support:
5. Monitor the A&S budget and expenditures for the Dean’s office, including fund transfers. | Monthly 3%
6. Initiate requisitions, reimbursements, process purchase orders, and verify accounts payable. | Monthly 2%
7. Assist the Dean and schedule Annual Faculty Meeting Evaluations. | As needed
8. Provide training and onboarding for administrative assistants. | As needed 1%
9. Approve time sheets for administrative assistants. | As needed 1%
10. Hire and train student workers for the Dean’s office. | As needed
11. Supervise student workers and approve their time sheets for the Dean’s office. | As needed
12. Prepare faculty contract and faculty load requests (fall, spring and summer) semesters. | FA/SP/SU 2%
13. Provide support to ANL departments (English, Spanish, and Mass Communication) with administrative coordination, communication needs, and daily operational tasks. | As Needed 1%
14. Provide support to NSS departments (Biology, Chemistry, Computer Science, Mathematics & Physics) with administrative coordination, communication needs, and daily operational tasks. | As Needed 1%
15. Coordinate with Department Administrative Assistants. | As needed
16. Order and maintain supplies, and arrange for equipment maintenance. | As needed
Generate Reports, Arrangements for Meetings, etc:
17. Schedule and coordinate meetings and events as requested and make appropriate calendar entries. | Monthly 5%
18. Maintain Bass and McCann Grant databases. | Monthly 5%
19. Maintain databases for all Arts and Sciences Faculty, staff and student files. | As needed
20. Coordinate and generate faculty end‑of‑course evaluation reports for fall and spring semesters. | Every Semester 1%
21. Plan and prepare for events hosted by the School of Arts and Social Sciences. | As needed 1%
22. Perform other duties as assigned by the Dean. | As needed
POSITION SPECIFIC RESPONSIBILITIES INCLUDE:
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education, Certifications and/or Licenses
- Bachelor’s degree desirable.
Experience
- Previous office experience in higher education preferred
- Knowledge of University procedures desired.
Knowledge, Skills & Abilities
Knowledge(position requirements at entry):
Knowledge of:
- Ability to type 50 wpm and strong data entry skills.
- Knowledge of standard office practices and procedures, including filing.
- Proficient in operating multi-line phone systems and standard office equipment.
- Ability to adhere to University and departmental policies and procedures.
- Ability to work effectively with a wide range of constituencies in a diverse community.
- Ability to work independently and efficiently to meet deadlines with minimum supervision.
- Ability to maintain a professional appearance and office atmosphere.
- Ability to provide and demonstrate excellent customer service.
- Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks.
- Proven interpersonal skills with the ability to provide support in a high‑profile office using tact and diplomacy.
- Proficiency with an integrated administrative system and current software programs. Fundamental knowledge of data retrieval.
- Ability to maintain professionalism while working with diverse groups and in various situations.
- Strong organizational skills with the ability to handle multiple tasks.
- Ability to be discreet in handling confidential matters, while complying with privacy regulations.
- Knowledge of rules, standards, regulations, and laws regarding employment and student records.
- Ability to maintain an organized work space and filing system.
- Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks.
- Ability to retrieve, validate and disseminate data from various databases.
- Ability to learn technology and technology applications such as Microsoft Office Suite, Colleague, etc.
- Ability to work cooperatively and productively in a highly active setting.
Skills (position requirements at entry):
Skill in:
LANGUAGE SKILLS
- Ability to read and comprehend instructions, short correspondence, and memos.
- Ability to write correspondence.
- Ability to effectively present information in one-on-one and small group situations to customers, clients, and other University employees.
MATHEMATICAL SKILLS
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
Posting Detail Information
Posting Number
2016AS1104P
Posting Open Date
05/05/2026
Open Until Filled
Yes
Posting Close Date
Special Instructions to Applicants
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