Senior Administrative Coordinator - History and Women's and Gender Studies

Under general supervisor this position will keep a department/program organized and ensure that everything runs smoothly.   The Senior Administrative Coordinator make possible the fulfillment of many of the duties of the Chairs/Directors, Faculty, and Administrators. Chairs/Directors and Senior Administrative Coordinators work closely together to develop mutually supportive expectations and relationships. 

Position Specific Accountabilities

In cooperation with the Chair/Director, manage budget of the Department/Program.

• Collaborate with Chair/Director regarding decisions of budget allocation and spending and determining feasibility of purchases and programming.  Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure department/program compliance.  Supervision of the Department/Program budget remains the responsibility of the Chair/Director.

• Track, monitor, and maintain files relating to department/program expenses.

• Maintain accurate records and create/submit all necessary paperwork related to departmental/program operations, including PCard reports, travel expense reports, invoices and reimbursements, and reclassifications. 

Manage all resources and operations necessary to the daily functioning of the department.

• Anticipate, identify, and resolve problems that affect the efficient flow of work within and among departments/programs or outside groups.

• Manage conference and communal spaces within Department/Program.

• Assess and manage common equipment, office materials, office space, and other resources (telephones, RMP lines, etc.) and assess and address needs of department/program.

• Serve as primary department liaison between Department/Program  and all on- and off-campus offices, departments, and vendors. 

• Serve as primary point of contact for visitors to the Department/Program, including students and off-campus guests.  Answer general questions and refer visitors to appropriate faculty or resources as necessary.

• Oversee updates and maintenance of Department/Program website.

• Maintain working knowledge of technology and equipment used by Department/Program and faculty, upgrading skills and knowledge as necessary.

• Support events in coordination with organizers, Dean’s Office staff (if appropriate).

Collaborate with Chair/Director and/or faculty to manage and oversee event coordination and departmental and program meetings. 

• Advise and coordinate planning process; may include scheduling meetings, creating and monitoring budgets, tracking spending, and creating agendas/programs.

• Manage and oversee publicity efforts as necessary.

• Serve as designated contact for guests and speakers.

• Arrange and/or provide hospitality and on-site support. 

Manage and supervise work study students to assist in daily Department/Program operations.

• Coordinate details of hiring process, including creating and posting job descriptions, recruitment, reviewing resumes, holding interviews, and initiating hiring process in conjunction with Student Employment Services.

• Oversee all aspects of work study student employment, including training, supervision, evaluation, and timecard management and approval.

Facilitate faculty recruitment/searches and the hiring/promotion process of tenure-line, term, and part-time faculty in cooperation with the Chair/Director.

• Assist Chair/Director with search process for tenure-track faculty positions.

• Provide administrative support for part-time faculty hiring process and full-time faculty promotion process.

• Provide support for departmental orientation for new tenure-track and contingent faculty on departmental resources, policies, and procedures.

Maintain records for Department/Program and faculty.

• Maintain confidential files as necessary, including emergency contact information, as well as any other confidential departmental documents.

• Compile and maintain records regarding syllabi, course descriptions, and final exams according to current university and college policies.

• Assist Chair/Director with assessment activities, compiling and maintaining records as necessary.

Participate in shared governance of Bellarmine College of Liberal Arts and the University.

• Participate in shared governance structures of the Bellarmine College of Liberal Arts as described in College Bylaws.

• May be called upon to participate in College