Academic Department Coordinator

Grand Valley State University • Grand Rapids, MI

6d • Onsite

About The Position

The Academic Department Coordinator supports unit heads and faculty in coordination with the Dean’s Office to ensure the effective and efficient operations within the College of Business. This role provides essential support for various departmental and college processes, including new hires, grade and course changes, book orders, office assignments, faculty teaching schedules, scholarships, student awards, and course evaluations. The coordinator also handles clerical duties such as greeting visitors, answering phones, managing keys, coordinating office moves, handling mail, scheduling meetings, typing correspondence, and ordering supplies. Additionally, the position serves as a liaison between the department chair, faculty, staff, students, and external organizations. Key responsibilities include monitoring office support needs, maintaining departmental websites, collaborating with other coordinators and the Dean's Office, disseminating information about university and departmental policies, generating reports and presentation materials, maintaining filing and record-keeping systems, coordinating department events, and supervising student employees. Special projects and other related duties are also part of the role.

Requirements

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.
• Applicants must be legally authorized to work in the United States and must not require sponsorship now or in the future.

Nice To Haves

• Some college coursework.
• Experience in higher education.
• Intermediate or better skills with both spreadsheet and word processing software.
• Experience with event planning.

Responsibilities

• Provide support for unit head(s) (e.g., calendar support, meeting scheduling, academic scheduling support, personnel action items, and monitoring department budget)
• Provide support for department/college processes (e.g., new hire, grade change and course change paperwork, book orders, office assignments and faculty teaching schedules, unit scholarships and student awards, course evaluations)
• Provide quality clerical work for department and faculty (e.g., greet and assist visitors, answer telephones, order keys, manage office moves, open and route incoming mail and prepare outgoing mail, schedule and keep department/advisory board meeting minutes, type memos and other correspondence, order supplies)
• Act as liaison between department chair, faculty, staff, students and outside agencies and organizations.
• Monitor support needs in Seidman’s Allendale offices.
• Maintain departmental websites – directory information and events – in the CMS.
• Collaborate with other Academic Department Coordinators and the Dean’s Office in support of the effective operations of the College and in operationalizing shared services.
• Receive information in various forms and determine the appropriate method of processing.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
• Responsible for creating, maintaining, updating files, and record-keeping systems in paper and/or computerized formats.
• Coordinate department events and functions.
• Hire, train and supervise student employees.
• Complete special projects and assignments as directed.
• Other related duties as assigned.
• Takes, transcribes, and distributes meeting minutes as requested.
• Provide support for college events and functions.

Benefits

• Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED