Administrative Support Coordinator (Administrative Support Coordinator I), Biological Sciences

 

 

 

 

 Job Summary:

Provide cross-departmental administrative support to the Department of Biology and the Department of Chemistry to ensure consistent service and operational coverage during regular business hours.

 

Responsibilities:

• Provide administrative support for the Departments of Biology and Chemistry.
• Respond to inquiries in person, by phone, and via email.
• Prepare, draft, and distribute correspondence and departmental communications.
• Coordinate delivery and pickup of checks, confidential documents, and departmental mail.
• Distribute pay warrants and incoming mail to faculty and staff.
• Process faculty and staff service requests, including printing services and facilities/work orders.
• Schedule and coordinate meetings, events, and departmental activities.
• Reserve facilities and arrange parking permits for guest speakers and visitors.
• Create, post, and distribute event flyers and promotional materials.
• Coordinate catering, event logistics, and meeting materials.
• Manage key requests for student assistants, research assistants, teaching associates, and part-time lecturers.
• Process departmental expense forms, including direct pay, hospitality, and independent contractor requests.
• Ensure procurement transactions comply with university policies and documentation requirements.
• Coordinate purchasing of office supplies, equipment, and departmental resources.
• Monitor inventory levels and initiate purchase orders as needed.
• Support budget-conscious purchasing and procurement activities.
• Coordinate student enrollment activities according to department and university policies.
• Maintain class waitlists and issue enrollment permissions.
• Process add/drop requests and resolve registration issues.
• Remove enrollment holds and assist students with registration concerns.
• Monitor class rosters, faculty office hours, and course syllabi.
• Compile, maintain, and analyze departmental data and reports.
• Create and maintain electronic and standard waitlists.
• Coordinate student evaluations of faculty teaching and ensure confidentiality.
• Manage departmental classroom and event space scheduling.
• Provide administrative support for course schedule development and maintenance.
• Provide administrative support for Biology and Chemistry graduate programs.
• Maintain graduate student files and records.
• Serve as a liaison between departments, Graduate Studies, and International Studies.
• Communicate graduate program policies, procedures, and requirements to students and faculty advisors.
• Support graduate students throughout their academic programs.
• Coordinate scheduling for graduate presentations, thesis proposals, and defense meetings.
• Perform other administrative and classification-related duties as assigned.

 

 

Minimum Qualifications:

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

 

Required Qualifications:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

 

Preferred Qualifications:

• Peoplesoft experience
• Experience in higher education.
• Effectively handle multiple work unit priorities and projects.
• Apply a wide variety of policies and procedures where specific guidelines may not exist.
• Perform standard business math such as calculate ratios and percentages, track financial data, and make simple projections.
• Effectively draft and compose correspondence an