Department Coordinator

PageUp•Los Angeles, CA

2d•Onsite

About The Position

Under the general supervision of the Department Chair, the incumbent must exercise independent judgment and initiative to manage the day to day activities of the Mathematics department office. The incumbent must be able to address a wide range of problems utilizing university, college, and department policies and procedures. The incumbent will serve as the primary contact for lecturers and graduate assistants and will provide initial orientation of the department to new faculty. The incumbent will aid the chair and faculty in the execution of their roles as instructors, researchers, and mentors. This includes tracking faculty workloads, working closely with the various departmental committees, maintaining the department's space inventory, hiring student workers, helping to organize and coordinate activities around new faculty recruitment, and planning special events. The incumbent will interact with and solve problems for work unit customers and staff and provide work direction to the clerical support staff. The incumbent will help the chair develop class schedules for the department, track utilizations of department resources, allocate use of special purpose rooms, calculate faculty costs, reconcile supervision rosters, and manage attendance records. The incumbent will develop and report the history for reimbursement in faculty grant utilization and faculty budget utilization and have or develop an in-depth knowledge of the department's complex types of funding sources. The incumbent will develop and maintain a functional system of electronic files to track data relating to fiscal and academic outcomes. The incumbent will coordinate the processing of financial requests and track paperwork to ensure timely processing of purchase requisitions, including office supplies, furniture, equipment, and contracts. The incumbent will complete university forms such as requests for travel, expense claims, mileage reports, hospitality requests, and requests for checks. The incumbent will balance and maintain all of the department's state accounts, and reconcile PeopleSoft ledgers with the NSS Fiscal Assistant. The incumbent will use a variety of office support technology and systems, including Microsoft Word, Excel, and GET/PeopleSoft to enter data and generate reports. The incumbent will maintain PC-based databases, and use electronic and voice-mail to communicate effectively with faculty, staff, students, and people outside the University community. The incumbent must prioritize work and meet project deadlines.

Requirements

Equivalent to four years of general office experience, which includes providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative functions.
Thorough knowledge of office methods, procedures, and practices.
Skill to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Effective use of English grammar, punctuation, and spelling.
Excellent oral and written communication skills.
Proficiency in office support technology, including Microsoft Word and Excel.
Self-motivated, with the ability to independently handle multiple priorities and projects.
Ability to perform business math.
Ability to analyze financial data and make accurate projections requiring some inference.
Skills for using computer technology to access data, maintain records, generate reports, and communicate with others.
Appropriate professional skills in interacting in a supportive manner with varying levels of staff, students, and members of the general public from diverse backgrounds.
Ability to work effectively and sensitively with a broad range of people.
Demonstrated interest and/or ability in working in a multicultural/multiethnic environment.
Background check (including a criminal records check) must be completed satisfactorily.
Must reside in the State of California.

Nice To Haves

Experience working in higher education.
Experience working with college-aged students.
Bilingual English/Spanish proficiency.
Bachelor's Degree from an accredited four-year college or university.

Responsibilities

Manage the day-to-day activities of the Mathematics department office.
Serve as the primary contact for lecturers and graduate assistants.
Provide initial orientation of the department to new faculty.
Track faculty workloads.
Work closely with departmental committees.
Maintain the department's space inventory.
Hire student workers.
Organize and coordinate activities around new faculty recruitment.
Plan special events.
Interact with and solve problems for work unit customers and staff.
Provide work direction to clerical support staff.
Help the chair develop class schedules for the department.
Track utilization of department resources.
Allocate use of special purpose rooms.
Calculate faculty costs.
Reconcile supervision rosters.
Manage attendance records.
Develop and report the history for reimbursement in faculty grant utilization and faculty budget utilization.
Develop and maintain a functional system of electronic files to track data relating to fiscal and academic outcomes.
Coordinate the processing of financial requests and track paperwork to ensure timely processing of purchase requisitions, including office supplies, furniture, equipment, and contracts.
Complete university forms such as requests for travel, expense claims, mileage reports, hospitality requests, and requests for checks.
Balance and maintain all of the department's state accounts.
Reconcile PeopleSoft ledgers with the NSS Fiscal Assistant.
Use a variety of office support technology and systems, including Microsoft Word, Excel, and GET/PeopleSoft to enter data and generate reports.
Maintain PC-based databases.
Use electronic and voice-mail to communicate effectively with faculty, staff, students, and people outside the University community.
Prioritize work and meet project deadlines.