Administrative Coordinator, AES

Delaware Valley University • Doylestown, PA

448d

About The Position

The Administrative Coordinator for The School of Agriculture and Environmental Science at Delaware Valley University provides essential administrative and clerical support to various academic departments and the Dean of AES. This role involves interaction with students, faculty, and external constituents, ensuring smooth operations within the department and supporting the academic mission of the university.

Requirements

• High school diploma or GED required.
• 3 to 5 years' experience in a fast-paced academic office atmosphere is required.
• Office management experience is preferred.
• High proficiency in using computer software including the MS Office Suite: Word, Excel, Outlook, PowerPoint, Project and desktop publishing.
• Excellent written and oral communication skills.
• Excellent organization and time management skills with the capability to perform multiple tasks simultaneously.
• Outstanding customer service and follow-through skills with a track record of producing highly accurate work.
• Ability to maintain confidentiality when handling documents and information.
• High level of motivation and ability to work with minimum supervision.
• Ability to supervise and train others.
• Excellent telephone, communication and people skills.
• Excellent organizational skills with strong attention to detail.
• Ability to be flexible and handle changing tasks as needed.
• Ability to communicate in a professional manner with internal and external constituents.
• Ability to manage multiple projects concurrently.
• Expertise with various computer software systems and programs sufficient to produce accurate and attractive documents.
• Expertise in spelling, grammar, and pronunciation sufficient to draft, edit and proofread.
• Thorough understanding of general office procedures and expectations.

Responsibilities

• Answers and transfers phone calls, monitors voicemail systems and distributes mail.
• Creates, revises and formats office communication such as letters, newsletters and electronic communications.
• Coordinates and maintains effective physical and electronic record keeping systems.
• Assists in any procurement process for office and classroom supplies, membership dues, honoraria, catering, travel and other department expenses.
• Reconciles P-Card statements for the departments.
• Prepares invoices and check requests and tracks expenses.
• Schedules meetings, including room and transportation reservations where applicable.
• Assists in the supervision of student workers, providing training and evaluating performance.
• Serves as liaison to the registrar's office and facilitates faculty access to Ellucian reports and student information.
• Maintains student and course records within Ellucian system.
• Accesses and creates current and prospective student demographic reports via the Informer Web Reporting.
• Overrides registration of transfer and other students in closed course sections under the guidance of the Registrar's office.
• Assigns Professors to courses in the Ellucian system and coordinates course substitution paperwork.
• Collects and maintains records for outcomes assessment and creates reports for staff.
• Assists Department Chairs with the Proposed Teaching Assignments (PTAs).
• Provides data and summary reports including degree evaluations, section rosters, transcripts, budgets, student lists, etc. upon request.
• Orders books, supplemental materials and supplies, ensuring faculty have up-to-date information regarding textbooks.
• Coordinates timely textbook requisition efforts with the campus bookstore staff.
• Assists with administrative support for new faculty searches.
• Assists departments and dean's office with creating and maintaining all related articulation agreements.
• Alerts students and Career Services of scholarship and outside employment/internship opportunities submitted by Alumni.
• Assists department chairs and faculty with special projects, events, and various in-house and outside functions.
• Works collaboratively with other administrative coordinators and the Provost Office to support University events.
• Calendar scheduling for Dean of AES.
• Supports Farm Show and Flower Show operations.
• Performs other duties and responsibilities as assigned.

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Education Level: High school or GED