Academic Coordinator

Heritage University•Toppenish, WA

1d•Onsite

About The Position

The Academic Coordinator is responsible for providing prompt, accurate clerical and technical support to faculty, staff, and students. This position reports to the Office of Academic Affairs and supports the day-to-day administrative functions necessary to administer academic programs. This is an onsite, campus-based position.

Requirements

High school diploma or GED required
Minimum of two years of office experience in a multicultural, professional, or executive office environment.
Experience working in a team-oriented environment with an emphasis on collaboration.
Advanced proficiency in Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.
Excellent written and verbal communication skills, including experience taking minutes, editing, and proofreading.
Demonstrated ability to exercise professional discretion and maintain confidentiality with minimal supervision.
Demonstrated ability to learn and adapt to new software programs.
Strong organizational skills and the ability to manage multiple priorities and deadlines.
Ability to lift up to 40 lbs.

Nice To Haves

bachelor’s degree preferred

Responsibilities

Upholds the Heritage University Mission Statement.
Represents Heritage University in the most positive manner with prospective, former, and current students, clients, suppliers, and the community we serve.
Interact effectively with a diverse group of faculty, staff, students, and other stakeholders.
Handles confidential information with tact, discretion, and in compliance with FERPA regulations.
Learns and follows the operating practices of Heritage University.
Serves as a point of contact for faculty, students, and visitors, to address or respond to emails or in-person inquiries.
Responsible for an orderly and welcoming office environment, where all visitors are greeted and assisted with a pleasant, professional demeanor.
Assist visitors in locating campus resources and services.
Provides support and coordinates clerical and administrative duties related to activities assigned by department chairs, faculty, and adjunct instructors.
Submitting and updating course schedules.
Managing booklists and textbook ordering.
Collecting and maintaining course syllabi.
Processing adjunct and faculty contracts using established systems and procedures.
Assists with onboarding new hires in collaboration with the Office of Academic Affairs, ordering supplies, copying, filing, processing paperwork, and distributing incoming and outgoing mail.
Provides support and exceptional customer service to students by assisting with questions, providing information, and troubleshooting issues as needed.
Accessing information in Jenzabar and MyHeritage, assisting students with navigation of the student learning modules, and providing information to faculty and staff to support student success.
Duties may include pulling class lists, schedules, grade reports, and assisting with student registration.
Provides administrative support to various governance committees by scheduling meetings, preparing and sending calendar invitations, drafting agendas with supporting materials and reports, and transcribing meeting minutes from recordings.
Provides follow-up actions at the direction of the committee chair.
Participates in required meetings including administrative support meetings, event planning meetings, departmental meetings, committee meetings, and others as designated by department leadership or the Office of Academic Affairs.
Maintains all department/program paper and electronic filing systems according to office retention schedules.
Assists with event preparation for departments assigned.
Responsibilities may include scheduling locations, making room reservations, ensuring appropriate room accommodation, communicating event arrangements with organizers, preparing event materials, coordinating with Marketing under the guidance of the event organizer, assisting with catering orders and pickup/delivery, and supporting post-event cleanup.
Assists in the preparation of correspondence for department faculty, other campus offices, and outside constituencies.
Utilizes new software and database functions as assigned.
Assists with procurement duties such as travel reservations, mileage reimbursements, supply orders, registrations, membership renewals, and other purchasing-related expenses as needed.
Performs other duties as assigned.