Administrative Services Coordinator II

Tennessee Tech • Cookeville, TN

3d • Onsite

About The Position

This role oversees, maintains, and monitors all departmental budgets using various financial and administrative systems. Responsibilities include managing office supplies and equipment, processing invoices and payments, handling money, and preparing paperwork for travel, leave, and payroll. The position also involves managing the departmental class schedule, assisting students and faculty advisors during registration, and maintaining the departmental website and online content. Additionally, this role supports faculty with technical reports, manages departmental information on SharePoint, reserves event spaces, retrieves data for reports, and takes minutes at faculty meetings. It also handles job postings, interview scheduling, and assists with tenure-track reviews. The role may supervise student and temporary employees, manage departmental mail, draft correspondence, conduct research, and assist in planning conferences. A key function is maintaining comprehensive student and personnel records, including verifying graduation requirements and ensuring all necessary documentation is accurate and up-to-date.

Requirements

• Proficiency in Banner, Eagle Buy, E-Print, FileMaker Pro, ProCard, Talon, and ScholarWeb.
• Experience with financial budget management.
• Skills in processing invoices, payments, and receipts.
• Ability to prepare and manage various types of paperwork (travel, leave, payroll).
• Experience with scheduling and calendar management.
• Proficiency in website content management and updates.
• Experience with SharePoint or similar document management systems.
• Familiarity with event reservation systems.
• Data retrieval and reporting skills using systems like ARGOS.
• Minute-taking and record-keeping abilities.
• Experience with HR processes such as job postings and hiring paperwork (PAFs).
• Supervisory or team lead experience, particularly with student or temporary employees.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills for drafting correspondence and memos.
• Research and information gathering capabilities.
• Experience in coordinating events or conferences.
• Proficiency in maintaining student and personnel records.
• Ability to review and verify academic progress and graduation requirements.

Nice To Haves

• Experience assisting with tenure-track reviews.
• Experience assisting new clerical staff.

Responsibilities

• Oversees, maintains, and monitors all departmental budgets using Banner, Eagle Buy, E-Print, FileMaker Pro, ProCard, Talon, and ScholarWeb.
• Manages the ordering of office supplies and equipment.
• Processes invoices, payments, and receipts of money.
• Prepares paperwork for travel/claims, faculty leave, adjunct pay, faculty extra/overload pay, and awards scholarships.
• Inputs departmental class schedule each semester.
• Assists students during registration with permits, forms, and questions.
• Assists faculty advisors and advisement centers with questions concerning their advisees' majors and course requirements.
• Creates, maintains, and updates all webpages for the departmental website.
• Uploads all departmental syllabi and course descriptions.
• Creates and uploads all technical reports completed by faculty.
• Uploads all vital departmental information to SharePoint for disaster preparedness.
• Uses the events reservation system to reserve space for events.
• Uses ARGOS to retrieve information needed for reports.
• Attends faculty meetings, keeps records, and prepares minutes for review/approval.
• Initiates job postings in Talon.
• Schedules interviews, itineraries, hotel/shuttle reservations, reimbursements, and PAFs for hiring.
• Assists the Chair with tenure-track reviews by tabulating ballots and transcribing comments.
• Supervises or assists in the supervision of student employees and lower-level clerical or temporary employees.
• Opens and routes all incoming departmental mail and determines its distribution.
• Drafts correspondence and memos.
• Conducts research and gathers information for reports.
• Assists in the planning and coordinating of conferences.
• Assists new clerical staff in various departments with administrative and clerical tasks.
• Compiles, reviews, and maintains student records, reports, and other information on math majors (undergraduate and graduate).
• Reviews students' programs of study to verify graduation requirements.
• Notifies advisors of discrepancies in student programs and prepares necessary paperwork.
• Maintains all personnel files on faculty, staff, and math majors.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed