Department Coordinator

Department: College of Computing

Summary

The Department Coordinator will be responsible for providing administrative support to the Department Chair, faculty, staff, and students.

Responsibilities 

• Collaborate with Applied Computing faculty and staff to organize and contribute to the creation of practices and processes that promote cooperation and collegiality.
• Promote effective coordination and workflow. Track and manage operational deadlines, and establish organizational protocol for office duties and services.
• Maintain a professional, efficient, safe, and welcoming office environment and common areas for employees and visitors.
• Adapt processes and procedures to the diverse roles and evolving needs of the department. Identify and pursue ways to improve the efficiency and effectiveness of administrative procedures.
• Lead the planning and organization of all department functions, retreats, receptions, meetings, special projects, social gatherings, etc.
• Anticipate the needs of the chair in daily responsibilities, maintain the chair’s calendar, and assist in planning and scheduling faculty meetings. Attend the department’s faculty meeting, take notes, and transcribe.
• Assist the chair in creative problem-solving with diverse teams of faculty, staff, and students.
• Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately.
• Lead the GTA/GRA and hourly student payroll process; offer letters, EPAFs, applying support, and maintaining records.
• Process payroll reallocations, purchasing, check requests, honorariums, travel reimbursements, and purchasing card transactions while utilizing university-established guidelines.
• Provide the Chair information on lab fee indexes and donated funds.
• Manage and create a workflow for the TPR (tenure, promotion, and reappointment) process, staff appointments, adjunct and research faculty appointments, and yearly reviews, while working with the Director of Administration in the College of Computing.
• Coordinate class scheduling, final exam schedules, and instructor verification process for fall, spring, and summer semesters.
• Coordinate curriculum changes for the annual binder process.
• Amend and approve the instructor verification process.
• Coordinate the faculty hiring process with the department chair.
• Maintain department equipment listing and act as equipment coordinator.
• Participate in ABET preparations, including meeting minutes, self-studies, and display material collection.
• Implement strategies for alumni communications and outreach to current and potential donors.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
• Utilize BANNER, Web Focus, Perceptive Content, and ASPIRE to track, access, or report departmental financial and administrative data.
• Demonstrate ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrate effective oral and written communication with both internal and external constituents.
• Carry out other duties as may arise in the operations of the Department of Applied Computing.

Graduate Program Assistant responsibilities
• Respond to daily email questions and concerns from/to MS/PhD applicants.
• Assist the Graduate Program Directors with record keeping and maintaining graduate student files. Track graduate student progress and participate in the graduate committee meetings.
• Collect and upload completed graduate forms and upload applicants from Slate.
• Assist with arranging dissertation proposals and oral final exams. Set up calendar invites, arrange web posting, post in Tech Today.

Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

 

Required Education, Certifications, Licensures

High school diploma or an equivalent combination of education and experience from which comparable knowledge or abilities can be acquired.

Required Experience

● Experience organizing and coordinating multiple projects and tasks.
● Experience analyzing basic financial information pertaining to organization process and procedures.
● Experience using a variety of software packages including, but not limited to Microsoft Office applications and Google Suite.

Desirable Education and/or Experience