Academic Affairs Coordinator

Summary

Position Title

Academic Affairs Coordinator 

Department

Academic Affairs

Status

Full Time/Exempt

Position Summary

The Academic Affairs Coordinator provides direct support to the Senior Vice President for Academic Affairs (SVPAA). This position is a front-line customer service-oriented job in addition to the daily management of the office. Ability to manage multiple issues with a capacity to prioritize responsibilities and manage to deadlines, able to work with confidential information with discretion. Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required. Advanced skill in Microsoft Word, Excel, PowerPoint, SharePoint, Access, and Outlook necessary. Proactive and independent approach to work; team player with a strong sense of ownership needed. Demonstrated ability to focus on details with accuracy. Ability to work independently.

Essential Job Duties

• Handles confidential information and uses the highest discretion regarding sensitive matters
• Process paperwork channeled through AA for accuracy and signatures
• Maintains faculty credentials to include course information and syllabi, transcripts and CV’s
• Creates/prepares correspondence, reports, graphs, spreadsheets and database in MS Office: Word, Excel, PowerPoint, SharePoint, Access and Outlook
• Organizes and prepares for meetings and events hosted by the Office of Academic Affairs
• Assists students and faculty who contact the office for information and appointments
• Receives and reviews for accuracy routine paperwork for SVPAA approval and routes to appropriate offices
• Verifies payroll requests for faculty and reviews for accuracy
• Maintains Academic Affairs website
• Maintains and develops electronic files
• Answer phones
• Sort and distribute mail
• Makes travel arrangements as needed for conferences and meetings
• Prepares meeting materials for Faculty and Educational Program subcommittee of the Board of Trustees. Take minutes and transcribes meeting notes for approval by CAO and Chair of the Committee.
• Represent the Office of Academic Affairs in a professional manner to all constituencies 

Special Skills

• Communicate well with others, both verbally and in writing, and be able to effectively interact with administration, faculty, staff and other outside contacts.
• Ability to coordinate and maintain relationships with cross-functional departments to ensure efficient operations.
• Possess a strong customer-service mentality and attitude.
• Three or more years of working in higher education preferred.
• Excellent oral, written, computer, problem-solving, critical thinking skills. 

Work Conditions

• Standard office hours are 8:30 am to 5:00 pm - Monday through Friday
• Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or being off-campus
• Incumbent will be exposed to frequent noise caused by telephones and office machines 

Physical Requirements

• Must be able to lift and carry equipment and supplies weighting up to 40 pounds
• Must be able to bend, stoop and reach
• Manual dexterity to efficiently operate a computer keyboard and other business machines
• Near vision sufficient to read written communications and computer display screens
• Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

• College degree preferred or 3-5 years related work experience in a high level administrative capacity. 

Preferred Qualifications

• Must have extremely high level of mastery of Word, Excel, Outlook, strong mastery of Powerpoint, Publisher, Project, type 55 WPM or better, excellent communication and customer service skills.
• Ability to juggle multiple tasks, strong organizational skills, self-starter, customer service oriented.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Applicants should send cover letter, resume, and application to: Shannon Gornoski, Executive Administrator sgornos@ju.edu.