Administrative Support Coordinator (Administrative Support Coordinator II), College of Social & Behavioral Sciences

 

 

 

 

 

Job Summary:

This position is responsible for providing a wide range of operational and procedural administrative support for all academic programs in the College of Social & Behavioral Sciences (CSBS) in a team environment. Day-to-day work is performed relatively independently with general instructions from the CSBS academic departments and the Dean’s office leadership.

The Administrative Support Coordinator (ASC) will handle confidential information regarding sensitive issues with tact and independent judgement and diplomacy, in accordance with established University procedures. Serves as a resource for dept. chairs, faculty, and students to ensure a smooth workflow and support. Work collaboratively in a team environment to track and complete assignments. Meet all required University, College, Dept., and office deadlines inclusive of forms, processing, scheduling, contracts, assignments, etc. Stay up to date with current policies and acceptable practices.

Responsibilities:

• Provide administrative and clerical support to department chairs, school directors, faculty, instructors, student employees, and students.
• Coordinate faculty and student employee personnel processes, including hiring paperwork, onboarding, personnel file maintenance, system access requests, timesheet processing, and separation procedures in accordance with university policies and procedures.
• Support recruitment activities by posting job advertisements, tracking hiring actions, assisting with employment-related processes, and coordinating with relevant campus offices.
• Assist faculty with travel authorizations, reimbursements, candidate expense reimbursements, professional development funding, and other administrative requests.
• Coordinate academic and departmental operations, including class scheduling, course updates, enrollment monitoring, course permits, and reservation of conference rooms, labs, and other departmental spaces.
• Provide student support by responding to inquiries, maintaining correspondence, directing students to appropriate resources, and supporting graduate and special academic programs.
• Maintain departmental databases, records, reports, websites, honors lists, and other administrative systems to ensure accurate and current information.
• Monitor departmental budgets and expenditures across multiple funding sources; reconcile financial reports and provide budget updates to department leadership.
• Process financial and procurement transactions, including invoices, purchase requisitions, direct expenditures, independent contractor requests, consultant agreements, timesheets, and related documentation.
• Coordinate department events and meetings, including room reservations, catering arrangements, hospitality documentation, parking permits, and payment processing.
• Ensure compliance with university, college, and departmental policies, procedures, deadlines, and financial regulations.
• Maintain efficient office operations by ordering supplies, coordinating facility repairs and service requests, monitoring office coverage, and recommending process improvements.
• Collaborate with campus partners, including Faculty Affairs, Financial Affairs, Procurement Services, Human Resources, and College Administration, to support departmental goals and operations.
• Perform other related duties as assigned to support departmental and college objectives.

Minimum Qualifications:

• High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
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