Engineering and Physics Administrative Coordinator

Abilene Christian University • Abilene, TX

2d

About The Position

The Engineering and Physics Administrative Coordinator provides administrative and operational support to the Engineering and Physics departments, helping ensure efficient daily operations and a positive environment for faculty, staff, and students. The role includes reception and secretarial duties, event coordination, support for department chairs and faculty, student worker supervision, purchasing and budget administration, facilities coordination, records maintenance, and assistance with engineering accreditation needs.

The coordinator is expected to be present in the office from 9 a.m. to 4 p.m. Absences may be approved through communication with the department chairs and placement on the shared calendar. The position may also perform other duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Abilene Christian University states that it does not unlawfully discriminate in employment opportunities on the listed protected grounds. The university conducts background checks on candidates for employment in security-sensitive positions and may determine that current employees need an additional background check upon hire.

Responsibilities

• Serve as the office receptionist, answer and direct incoming calls, take messages, respond to voicemail, greet visitors, coordinate guest hospitality, and direct students around campus.
• Provide secretarial support to faculty and staff, including scheduling appointments and meetings for department chairs, handling mail and packages, copying or scanning documents, and uploading and archiving documents.
• Assist with coordination of departmental events, including departmental chapels, alumni events, Welcome Week events, faculty meetings, and the senior banquet.
• Help create, post, and hire student worker positions; train and supervise office student workers on time entry and required reporting.
• Administer Course Challenge exams.
• Track accounts in Workday as needed and manage the Engineering and Physics departmental purchasing card.
• Assist faculty with purchasing questions and Workday forms, help chairs ensure faculty purchasing-card forms are submitted on time, and assist chairs with annual budget tasks.
• Coordinate with offices such as the Dean, Provost, and Research offices to ensure awarded funds are transferred to department accounts.
• Maintain requisition, purchasing, and receiving processes in Workday.
• Maintain office and classroom supplies; coordinate equipment repairs; schedule building and classroom requests; and notify relevant parties about after-hours use and needed repairs.
• Maintain electronic building and room access and current records of department majors and minors, as well as other office files.
• Provide administrative support for engineering accreditation, including assisting with ABET records in collaboration with the Coordinator of Assessment and chair, and collecting and organizing objective evidence, assessment data, and continuous-improvement data.
• Perform other accreditation-related arrangements and tasks as needed, along with other duties as assigned.

What This Job Offers

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