Department Coordinator

Department Coordinator

The Department Coordinator is responsible for providing office support and front-office representation for department(s) and program(s) in the Humanities, Social Sciences, Media & Arts Division. Together with the other Division staff, they ensure the administrative processes function smoothly and efficiently in the 11 department(s) and 7 program(s) in the HSSMA and that accurate information is provided to students, families and guests.

Required Qualifications - High school diploma or equivalent. At least 4 to 6 years of administrative experience. Must have advanced level of skill required in using software applications (MS Office).

Preferred Qualifications - Bachelor's degree preferred. Certified Administrative Professional (CAP) is highly desired. Effective time management for handling special projects.

Required Knowledge, Skills, and Abilities - Advanced knowledge of office procedures and machines. Skill in composing and editing reports/communications with tact to multiple audiences, including faculty, students, and the public. Proficiency in interpersonal relationship development and maintenance, as well as capacity to establish meaningful community for students and faculty in HSSMA departments and programs. Excellent time management skills to manage multiple projects and daily workload. Confidentiality and discretion with highly sensitive information. Management of stressful situations, fostering conflict resolution and maintaining composure under pressure. Attention to detail and high commitment to follow-through. Professional image at all times, with high credibility within a department/program. Highly proficient in MS Office with the ability to create spreadsheets and perform basic data manipulation and perform internet research. Must be fully vaccinated and boosted against the COVID-19 virus unless a valid health or religious exemption is verified by Human Resources.

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Physical strength and agility may be required to transport materials and supplies. Operates microcomputers and other office equipment.

Essential Duties/Responsibilities - Provide Administrative Support for HSSMA Departments/Programs. Perform daily administrative duties necessary for unit(s) to be responsive and effective, including: Addressing confidential and time-sensitive material. Preparing routine and advanced correspondences (e.g., letters, memoranda, and reports). Planning and attending key meetings with internal and external stakeholders. Assisting with budget requests and monitoring expenditures. Making travel arrangements. Coordinating HSSMA committees working on special projects or tasks. Ordering supplies for faculty and departments/programs. Organize Events and Meetings. Organize and coordinate individual/group meeting events such as internal and external meetings, conference calls, and conferences for department/program faculty and other participants as needed. Communicate Division Activities and Procedures. Work closely with a Division Dean, Department Chairs and Program Directors to convey a comprehensive written and verbal understanding of activities and procedures to students and other members of the College community. Organize Division/Department/Program Information Workflows, Including Academic Course Scheduling. Optimize workflow management, including academic course scheduling, by meeting deadlines and preventing work delays. Use of office technology systems and procedures (e.g., templates, databases, spreadsheets, etc.) will be critical for this duty. Facilitate Community for Division Faculty, Staff, and Students. Coordinate HSSMA department/program functions, orientations, workshops, celebrations/recognitions, and gatherings that enhance a sense of community among faculty, staff, and students. Function as First Point of Contact for HSSMA Departments, Programs and Its Students. Collaborate with Dean's office to represent HSSMA to faculty, staff, students, administrators, and external partners with professionalism, tact, and confidence, while maintaining a high level of confidentiality. Collaborate with Assistant to Division Dean. Work with Assistant to Division Dean on shared administrative tasks and systems, including scheduling, document storage, and other tasks that benefit a department or program and its division. Perform Other Duties. Perform other related duties and special projects as assigned or directed by Division Dean.