Academic Coordinator, Department of Chemistry

Wake Forest University•Winston-Salem, NC

About The Position

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities.

Requirements

High school diploma plus one to three years related experience, or an equivalent combination of education and experience.
General knowledge of office management procedures and techniques.
General knowledge of budget systems and financial and accounting procedures.
Ability to demonstrate effective communication skills both verbally and in writing.
Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, database programs, and other software.
Ability to operate peripheral office equipment (e.g., digital camera, scanner).
Ability to maintain confidentiality of records and information.
Ability to organize office workflow and prioritize work assignments.
Accuracy and attention to detail.
Ability to interact with faculty, staff, and administrators with diverse backgrounds.
Ability to work occasional evenings and weekends as required.
Ability to update skills on a continual basis.

Nice To Haves

Bachelor’s degree plus one to three years related experience or an equivalent combination of education and experience.
Two to three years of primary budget and/or financial management.

Responsibilities

Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, coordinates and monitors conference calls, takes messages and replies to questions regarding programs, office procedures, and policies.
Collects/compiles information, such as memos, letters, reports, faculty syllabi, etc.
Assists in planning, coordinating, and promoting departmental events, meetings, and activities.
Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order.
Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
Serves as department Business Administrator and attends meetings in order to stay up-to-date on Financial Services policies & procedures; shares information & policy changes with other members of the department.
Maintains and analyzes all departmental funds; tracks and monitors expenses; processes department credit card statements and expenses, reconciles general ledger on a monthly basis and submits journal entries as needed.
Enters courses into Workday and provides course information, such FYS offerings and Undergraduate Bulletin updates, to the Dean’s Office as required.
Assists with all processes related to faculty (e.g. recruitment/on-boarding, leaves, fellowships, tenure and promotion, exits.)
Assists with major/minor declaration process and student registration/communication.
Assists with Graduate Committee administration (recruiting/visitation).
Serves as the primary liaison between the department and all other units on campus.
Assists with department website updates and maintenance.
Manages student employee hiring process and oversees workload and timecard approval.
Responds to administrative needs of faculty members including seminar coordinator.