Administrative Support Coordinator

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator I 

Anticipated Hiring Range: $3,864 - $4,095 per month

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


THE DEPARTMENT

The Nutrition and Food Science Department (NFS) is an academic unit within the Huntley College of Agriculture. NFS offers two Bachelor of Science programs, one in Nutrition (currently named B.S. in Nutrition with options in Dietetics, Nutrition and Health and Nutrition Science) and one in Food Science and Technology with options in Science and Technology, Culinology and General Option. It also offers three (3) post-baccalaureate programs: 1) Master in Science under the M.S. in Agriculture, option in Nutrition and Food Science, 2) M.S. Online in Dietetics and 3) Dietetic Internship Program.

DUTIES AND RESPONSIBILITIES

• Administration and Department Office Operations Support for Department Chair
  • Greet/screen visitors and phone calls, responding to inquiries and redirecting as needed
  • Maintain chair's calendar; schedule appointments/meetings
  • Prepare routine correspondence
  • Type correspondence, sort/prioritize/log mail
  • Maintain program and student files
  • Maintain department inventory of equipment and supplies; order supplies as needed
  • Schedule and take minutes of the department meetings
  • Collect and post syllabi and office hours
  • The ASC support for the department chair normally includes coordinating and planning activities, assisting in scheduling faculty, department meetings and retreats, advisory council meetings, alumni reunions, graduation receptions, retirement parties, fundraising events, seminars, workshops, conferences, and other department-sponsored events as needed
  • Support the faculty search committees with scheduling interviews and reimbursements of candidates
• Service to Students and Prospective Students
  • Assist students with routine, academically related inquiries
  • Determine the appropriate paperwork/action and processing needed for the desired outcome
  • Provide information, including curriculum sheets, promotional brochures on programs and minors, contact information for faculty, web page addresses, location of the Department's office, and other inquiries from prospective students
  • Assist student regarding permission numbers for course enrollment
  • Direct students requests and complaints to the appropriate person and seeks guidance from the Department Chair as needed when dealing with student complaints
  • Maintain the Canvas Organization pages for the faculty and staff, the department and each of its programs
  • Forward information on internships, job opportunities, seminars, scholarships or any other announcements of interest to students
• Class Scheduling
  • Responsible, in consultation with the chair, for entering class schedules into PeopleSoft and updating them as needed
  • Printing of class rosters and faculty schedules, creating course permission numbers, and troubleshooting student registration problems
  • Research data files to obtain departmental student information pertinent to departmental programs and reports
• Maintain Budget 
  • Monitor departments general Fund and Foundation accounts for programs found in the department
  • Reconcile p-card statements and purchases
  • Process reimbursements and requisitions, process scholarship and donation payments
  • Provide Chair with regular updates on available funds and projected income and expenditures
• Program Events
  • Assist at event planning, organization and execution of Nutrition and Food Science Department events
  • Prepare/mail correspondence, order supplies, process disbursements/deposits
  • Provide Faculty and Chair with arrangement for meals/refreshments
  • Collect/log monies
  • Maintain/monitor event regular updates on account balances used for events
  • Assist with follow-up evaluation of events

QUALIFICATIONS

• High School Diploma/GED 
• Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
• Thorough knowledge of English grammar, punctuation and spelling
• Thorough knowledge of office systems 
• Ability to:
  • Use broader range of technology, systems, and software packages
  • Independently handle multiple work unit priorities and projects
  • Apply a variety of policies and procedures whe