Administrative Coordinator for Academic Advising and Career Services

Arkansas Tech University•Russellville, AR

9d•Onsite

About The Position

The Administrative Coordinator for Academic Advising and Career Services position reports to the Associate Dean for Academic Advising and Career Services in the Division of Student Affairs. This is a full-time, non-tenure track, 12-month position. This position is responsible for ensuring the smooth operation of administrative functions within the Center for Academic Advising and Career Development (AACD). This position performs administrative tasks including ordering supplies, managing budgetary matters, and ensuring compliance with University policies and procedures, including FERPA guidelines. This position serves as the primary point of contact between the AACD and students, faculty, staff, and the general public.

Requirements

Bachelor's degree in general business, accounting, or a related field OR four (4) years of experience in general business office setting, bookkeeping, basic accounting, billing, or a related experience.
Experience using office software (e.g., Microsoft Office, email systems, data entry tools)
Strong communication, organization, and customer service skills.
Ability to maintain confidential information and records.

Nice To Haves

Experience in an Academic Advising or Career Services office or similar environment.
Experience with Banner, Ellucian, or similar systems.
Advanced Microsoft Excel, Word, and Outlook skills.
Experience supervising or coordinating student employees.
Knowledge of FERPA and university policies.

Responsibilities

Oversee reception duties, including maintaining an on-site front-office presence, answering phones, responding to inquiries, and greeting visitors.
Monitor and ensure that all in-person, electronic, and phone contacts are handled in a polite and professional manner and that messages are relayed efficiently.
Serve as the primary point of contact for students, faculty, and staff regarding inquiries, appointments, and general information.
Provide assistance to students, faculty, staff, and the general public.
Review and answer or prepare correspondence relating to University programs.
Under the supervision of the Associate Dean, manage a small student support staff including monitoring performance, scheduling, and approving timesheets of student workers.
Process and maintain student records, including appointment schedules, academic plans, and advising notes, in compliance with University policies and regulations.
Ensure confidentiality and security of student information in accordance with FERPA guidelines.
Track departmental expenditures and maintain accurate financial records for operational and discretionary accounts.
Review budget reports and flag discrepancies or potential concerns for the Associate Dean's review.
Provide supporting information for budget planning and forecasting as requested.
Assist in developing or revising policies, procedures, and directives based on research findings.
Interpret University administrative directives, policies, and procedures to ensure consistent application.
Assist supervisor by maintaining leave records, appointment calendar, and prioritizing incoming correspondence.
Process financial transactions, including reimbursements, invoices, and purchase orders.
Assist with routine reconciliation of financial transactions under the direction of the Associate Dean, including reimbursements, invoices, and purchase orders.
Ensure financial transactions are processed in accordance with University policies and established procedures.
Maintain documented procedures related to routine fiscal processes to support consistency and continuity.
Work with Associate Dean and both Assistant Deans to complete a review of processes and procedures to determine efficiency and effectiveness of current operations in the AACD.
Integrate and streamline services being offered for student and the campus community.
Possess and convey a positive and motivational attitude for the team.
Lead by example and maintain the Division's collaborative culture and work ethic by providing a caring and supportive environment.
Performs other duties as assigned.