Administrative Coordinator - Psychology

Abilene Christian University•Abilene, TX

About The Position

ACU is affiliated with the fellowship of the Church of Christ. This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU. ‌ Administrative Coordinator The Administrative Coordinator provides direct administrative support to the department chair in the day-to-day operations of the department. Responsibilities include coordinating course scheduling and facilities, planning meetings and departmental events, organizing meals and special gatherings, managing multiple budgets, and supporting special projects. This highly visible role serves as a key liaison for departmental communication, represents the department and chair across campus, and supports the recruitment and engagement of prospective undergraduate and graduate students. Graduate Student & Personnel Management Oversee graduate student enrollment and maintain accurate registration records. Process graduate assistant (GA) hires. Supervise, lead, and delegate tasks to 3–4 graduate assistants. Coordinate prospective student visits. Maintain records of student participation and track Psi Chi honor society eligibility. Departmental Operations & Building Management Serve as Building Manager, coordinating with Facilities and IT to ensure a safe, functional, and well-maintained environment. Manage and distribute all office and clinic keys and maintain appropriate access and safety protocols. Oversee room scheduling for classrooms and offices. Coordinate with other departments each semester to secure additional classroom space when needed. Order and manage office, event, and classroom supplies. Communicate with vendors to address building-related hardware, software, and maintenance needs. Set up and move furniture as needed for events or changing classroom requirements. Proactively identify and address operational concerns and cross-departmental issues. Accounting, HR, & Record Management Coordinate departmental financial processes, including tracking budgets, monitoring expenditures, and maintaining accurate financial records. Support accounting functions for the Psychology Clinic and special fellowship funds, including preparing and processing monthly deposits and reconciling transactions. Reconcile departmental purchasing activity, including P-Card transactions, and ensure timely and accurate documentation of expenses. Process HR and payroll-related documentation, including faculty supplemental pay, adjunct hiring paperwork, ensuring compliance with university policies and deadlines. Maintain organized and up-to-date records for financial transactions, departmental events, student participation, and purchasing activities. Event Planning & Coordination Plan and coordinate departmental events, including student welcome events, graduate student orientation, Grand Rounds, and end-of-year celebrations. Organize event logistics, including venue selection, catering, scheduling, attendance tracking, and payment processing. Plan and execute student-focused events such as freshman welcome events and graduate student welcome dinners. Collaborate with Psi Chi leadership to support meetings, purchase supplies, and assist with special projects. Support departmental chapel events in coordination with the chapel office. Communication & Faculty Support Coordinate and disseminate departmental communications to faculty, students, and prospective students, ensuring timely and accurate information sharing. Manage the shared department calendar. Serve as a central point of contact for departmental inquiries, facilitating communication across faculty, staff, students, and campus partners. Support faculty with scheduling, event coordination, and course-related logistics as needed. ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law. ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions. As a current employee, it will be determined if you need an additional background check upon your hire. Abilene Christian University is the premier university for the education of Christ-centered, global leaders, offering an exceptional education to about 6,700 students annually from 51 states and territories, and 42 nations. This private, comprehensive university, founded in 1906 in Abilene, Texas, offers 88 baccalaureate majors that include more than 175 areas of study, 77 areas of study in master’s degree and specialist programs, and five doctoral programs. It has been ranked as one of the top institutions in the nation for undergraduate research, undergraduate teaching, first-year experiences, service learning, study abroad and learning communities. ACU’s mission is to educate students for Christian service and leadership throughout the world. ACU Dallas, a branch campus in Addison, Texas, is the home of the university’s online undergraduate, graduate, and professional programs. Questions? Contact Human Resources at [email protected] or call 325-674-2359.

Requirements

This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU.
ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions. As a current employee, it will be determined if you need an additional background check upon your hire.

Responsibilities

Coordinating course scheduling and facilities
Planning meetings and departmental events
Organizing meals and special gatherings
Managing multiple budgets
Supporting special projects
Overseeing graduate student enrollment and maintaining accurate registration records
Processing graduate assistant (GA) hires
Supervising, leading, and delegating tasks to 3–4 graduate assistants
Coordinating prospective student visits
Maintaining records of student participation and track Psi Chi honor society eligibility
Serving as Building Manager, coordinating with Facilities and IT to ensure a safe, functional, and well-maintained environment
Managing and distributing all office and clinic keys and maintain appropriate access and safety protocols
Overseeing room scheduling for classrooms and offices
Coordinating with other departments each semester to secure additional classroom space when needed
Ordering and managing office, event, and classroom supplies
Communicating with vendors to address building-related hardware, software, and maintenance needs
Setting up and move furniture as needed for events or changing classroom requirements
Proactively identifying and addressing operational concerns and cross-departmental issues
Coordinating departmental financial processes, including tracking budgets, monitoring expenditures, and maintaining accurate financial records
Supporting accounting functions for the Psychology Clinic and special fellowship funds, including preparing and processing monthly deposits and reconciling transactions
Reconciling departmental purchasing activity, including P-Card transactions, and ensure timely and accurate documentation of expenses
Processing HR and payroll-related documentation, including faculty supplemental pay, adjunct hiring paperwork, ensuring compliance with university policies and deadlines
Maintaining organized and up-to-date records for financial transactions, departmental events, student participation, and purchasing activities
Planning and coordinating departmental events, including student welcome events, graduate student orientation, Grand Rounds, and end-of-year celebrations
Organizing event logistics, including venue selection, catering, scheduling, attendance tracking, and payment processing
Planning and executing student-focused events such as freshman welcome events and graduate student welcome dinners
Collaborating with Psi Chi leadership to support meetings, purchase supplies, and assist with special projects
Supporting departmental chapel events in coordination with the chapel office
Coordinating and disseminating departmental communications to faculty, students, and prospective students, ensuring timely and accurate information sharing
Managing the shared department calendar
Serving as a central point of contact for departmental inquiries, facilitating communication across faculty, staff, students, and campus partners
Supporting faculty with scheduling, event coordination, and course-related logistics as needed