Administrative Support Coordinator II

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,367 per month

Work Schedule: Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

The Department of Chemistry, located within the College of Science, is responsible tor providing high quality lecture and laboratory instruction in chemistry tor its majors, as well as in support of all other campus programs requiring chemistry courses. The Department also advances chemical knowledge through research and creative professional activities, which actively engages students. The Department serves over 200 undergraduate majors in tour options, and 25 Master's students. The Department currently employs 25 tenured and tenure-track faculty, six full-time lectures, and six administrative and technical support staff. The Department office maintains records on students and employees; processes paperwork tor employment, curricula and required department business; develops and maintains the course schedules; maintains the department budget of $2.2M.yr; assists students, faculty and staff with inquiries and completing department/college business tasks.

DUTIES AND RESPONSIBILITIES:

Employment and HR Administration 

• Timekeeper - Serve as department Timekeeper for faculty, staff, and student employees. Track absence management requests (e.g., vacation, personal day) and reports (e.g., sick, bereavement) and ensure they are entered into CHRS and reviewed.
• Hiring - Coordinate hiring and processing for Temporary Faculty (Lecturers), Teaching Associates (TAs), and Graduate Assistants (GAs). Ensure information is submitted to the Dean’s Office and necessary documents are uploaded (CHRS, PageUp) in a timely manner and address corrections as required.
• HR Liaison - Serve as point person for faculty, TAs/GAs, and SAs/ISAs for issues with CHRS, payment, and other HR and payroll-related matters. 
• Substitute Instructors - Coordinate and process substitute instructor forms for missed classes. Back-up Duties
• Hourly workers - Submit hire forms for student assistants (SA's), instructional student assistants (ISAs), and work-study students in the department. Review time sheets weekly in CHRS.
• Tenure-track Faculty Recruitment - Assist Chair and hiring committee during search process, e.g., track candidate documents (OnBase), help schedule and support interviews, process necessary reimbursements.

Budget & Financial Administration (State, Foundation & Philanthropic) Primary Duties

• Purchasing - Order (or assist with ordering) supplies and equipment for the department using campus systems (e.g., P2P, Concur, OneSolution/FDN P-Card). Act as a liaison between vendors and the campus to ensure timely delivery and payment.
• Reconciliation - Track and reconcile purchases (P2P, Concur, FDN P-card, etc.). Maintain records of accounts and make recommendations for payments/transfers as necessary (e.g., direct pay, IDT/ICT).
• Budget - Monitor account balances using financial reporting systems (e.g., Tableau, OneSolution) and prepare monthly reports for departmental planning. Assist chair with oversight of department budget and spending (State/Foundation). Serve as liaison between department, vendors, Accounts Payable, Procurement, and Foundation offices to resolve financial issues.

Department Operations Primary Duties

• Course Scheduling & Registration - Coordinate and implement departmental course scheduling each term, including schedule development, data entry, room availability, conflict resolution, enrollment monitoring, section adjustments, and supervisory course setup. Create permission numbers, assist with PERC process, monitor course enrollments, etc. Maintain lists of lecturers and TAs available to teach. Back-up Duties
• Front Office - Answer incoming calls, respond to emails, and serve as the front-office face of the department. Handle mail/parcels for the department. Provide direction and training to office student assistants. Serve as the primary information resource for university and department policies and procedures.
• Events/Meetings - Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and procure supplies. 
• Chair's Assistant - Schedule and confirm appointments on the Chair's calendar. Receive visitors with appointments with the Chair and appropriately screen those without appointments. Help coordinate staff vacation times and emergency contacts during holidays. Take minutes at department faculty meetings.
• Communications - Coordinate departmental communications, meetings, events, and public-facing information, including website overs