Department Coordinator IV
About The Position
Provides administrative support within a department and serves as the principal assistant to leadership roles. Performs advanced and complex assignments, including work with department accounts, with minimal direction and latitude for independent judgment. Provides work leadership to other support staff and handles highly confidential administrative information with limited supervision. The role supports departmental operations through office and records management, meeting coordination, calendar and travel management, budget and account administration, communications, event planning, and liaison work with University divisions and external organizations. The position may supervise up to two support staff.
Requirements
- Associate's degree and 3 years of progressively responsible administrative support experience, or an equivalent combination of education and experience.
- Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools such as Zoom and Box, Adobe, and related tools.
- Knowledge of office procedures, database entry, customer service and public relations, math, mailing and distribution methods, training, leadership, intermediate-to-advanced budget administration, inventory and supply maintenance, and event planning.
- Ability to communicate and interact effectively, verbally and in writing, with all people.
Nice To Haves
- Intermediate knowledge of hardware and software functionality.
Responsibilities
- Prepare and review reports and documents, attend meetings and take minutes, oversee office management systems, and screen and direct calls.
- Manage administrators’ calendars and time, including travel and project timelines, and recommend or choose among competing demands.
- Apply best practices to improve the efficiency and effectiveness of service delivery; collaborate with University divisions; establish procedures and schedules; and maintain records and activity reports.
- Share information, policies, and operating procedures with faculty, staff, students, parents, and visitors; interact with internal and external individuals; and prepare administrative reports.
- Coordinate and oversee highly confidential departmental matters.
- Direct and coordinate departmental accounts; prepare data for operating budgets and financial reports; analyze and allocate expenses; coordinate expenditures and property controls; and initiate or authorize orders for space, equipment, supplies, and services.
- Serve as a liaison to leadership, administrators, faculty, staff, students, visitors, external agencies, and organizations; arrange accommodations and activities for visitors and represent the department during visits.
- Coordinate conference and meeting room use and calendars, and arrange special events, seminars, workshops, and activities.
- Coordinate and develop departmental informational materials, presentations, and communications.
- May supervise up to two support staff by prioritizing and assigning work, ensuring training, and conducting performance evaluations.
- Perform other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
