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Administrative Coordinator

Apply now Job no: 492683
Work Type: Staff reduced full-time
Location: Abilene
Categories: Staff

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Administrative Coordinator
Posting Location Abilene, TX
Department Language and Literature 
Employee Class Nonexempt Reduced Full time
Basic Responsibilities A. Serve as frontline support to chair and department
B. Support chair in management and administration of department
C. Manage and supervise student workers
D. Serve as department maintenance support coordinator
E. Provide administrative and academic support for faculty
F. Plan and implement department events with chair or appropriate faculty member
oversight
G. Perform other duties as needed or assigned.
H. Until culture and expectations of Language and Literature chair/faculty/students
are clearly understood, please confer with chair before making assumptions or
policy/practice changes
Essential Duties

A. Serve as frontline support. As student employees are available, these tasks may be
delegated as appropriate
1. Answer and direct incoming calls, take messages, answer voicemail
2. Greet visitors
3. Direct students to classrooms
4. Order, receive and maintain office and classroom supplies
5. Assist with setting appointments and meetings
6. Handle incoming and outgoing mail and packages; make sure mail is picked
up every day
7. Copy class material, exams, syllabi, and course policies
8. Coordinate creation and dissemination of other department communication
pieces with Chair input and approval
9. Maintain current records of department majors and minors

10. Maintain records of alumni
B. Support chair in management and administration of department
1. Maintain department budget and finances – once trained in other areas, and
these are functioning well
i. Process, reconcile and redistribute payments to faculty, staff, and
students from multiple funding sources
ii. Manage procurement and payable documents
iii. Together with chair, initiate all budget change requests for
operating accounts and grants/contracts
iv. Together with chair, assemble data and prepare a variety of reports
for faculty and department heads to assist in long- and short-term
management of funds

2. Manage purchasing card activity, including reconciliation, security levels, and
appropriateness of expenditures.
i. Card assigned to Administrative Coordinator
ii. Card assigned to chair
3. Attend administrative coordinator meetings, training, and staff meetings
C. Manage and supervise student employees
1. Interview, hire, train and oversee student employees
2. Oversee student employee review process; evaluate student employees
individually
3. Train students in their position duties and use of office equipment
4. Maintain responsibility for all work performed by students
5. [In the future, plan to close the office between 12:00-1:00 for lunch—and
make this your lunch hour, so we don’t need someone then]

D. Serve as department maintenance support coordinator
1. Report building maintenance needs to facilities services, operations, or
building support coordinator, as needed
2. Coordinate common space usage for events, including afterhours use
3. Maintain key records (together with building manager)
E. Provide Administrative and Academic Support
1. Assist department chair with accreditation and program review
2. Assist department chair with new faculty hiring procedures
3. Administer and/or proctor exams, including placement or course challenge
exams
4. Assist with class needs when faculty are absent
F. Plan and implement department events

1. Plan and coordinate departmental events, on and off campus and within
community with chair or appropriate faculty
2. Help maintain budget expenditures and keep records for each event

Professional Development Requirements A. Skills required
1. Microsoft Office- Word, Excel, PowerPoint
2. Google (mail, calendars, drive, forms, spreadsheets, etc.)
3. MyACU dashboard (quicklinks, Adobe sign, etc.)
B. Training Modules required
3. Banner
4. Taskstream
5. Discoverer
6. Google products
7. Adobe products
8. Page Up
9. Other new ACU software as needed
Qualifications A. Professional
1. Excellent verbal and written language skills
2. Strong organizational and problem-solving skills
3. Excellent independent work abilities
4. Professional written and verbal communication skills
5. Knowledge of MS Word, Excel, Gmail and Google calendar
B. Personal
1. Excellent interpersonal skills; diplomacy
2. Task and schedule flexibility
3. Ability to maintain confidentiality
4. Willingness to be in the office every day during the school year – either 8:00-
5:00 or 9:00-4:00, limiting vacation time with rare exceptions (no more than
1-2 days) to the Christmas/NewYear week, Spring Break and between June 1
and August 1.
5. Office must be open during the summer, perhaps with reduced hours and your
vacation to be decided.
Physical Demands 1. Sit and stand for long periods of time
2. Light lifting (25-30 lbs)
3. Frequent walking across campus and throughout Hardin Administration
Building
4. Ability to handle stress of multiple tasks and deadlines
5. Occasionally work hours other than regular business hours as needed during
special events
Additional Information

ACU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets.  Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

 

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