Academic Administrative Coordinator

NACBA; Alabama; On-site; USD 35,000 - 48,000; Full time

Job summary

University of West Alabama seeks an Administrative Assistant to provide essential support to the Department Chairs, faculty, and students. You will handle phones, emails, scheduling, and records management while assisting with accreditation and compliance tasks.

Role includes coordinating textbook adoptions, preparing communications, and supervising student workers. A high school diploma is required; experience in university administration is a plus.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Excellent spoken and written communication with professional phone manner.
• Proficiency in Microsoft Office; strong typing skills and data handling.
• Ability to organize workflows, filing, data collection, and scheduling.
• Ability to collaborate with divisional staff and other university offices.
• Proactive problem-solving and a willingness to learn university systems.
• Customer service oriented mindset and responsiveness.
• Experience with secretarial tasks is a plus.

Responsibilities

• Provide primary administrative support to Department Chairs, faculty, and students by answering phones, emails, and inquiries.
• Manage departmental records, office operations, calendars, files, meeting minutes, requisitions, and room scheduling.
• Coordinate textbook adoptions with chairs, bookstore, publishers to ensure timely orders.
• Assist with development and maintenance of course schedules including Ad Astra updates and scheduling changes.
• Collect and maintain syllabi and instructional documents for compliance.
• Support accreditation, assessment, and compliance activities by organizing documentation.
• Digitize historical files and maintain confidentiality per policy.
• Prepare and distribute departmental communications, announcements, and recruiting materials.
• Coordinate departmental meetings, events, and student activities; record minutes as needed.
• Process purchase requests and assist with budget documentation.
• Supervise/coordinate Graduate Assistants and work-study staff; onboarding and scheduling.
• Provide support to faculty for forms, instructional needs, and teaching-related tasks.
• Maintain knowledge of university policies and calendars to provide accurate information.

Skills

Communication skills

Professional telephone demeanor

Typing skills

Organizational skills

Customer service oriented

Willigness to learn

Teamwork

Problem-solving

Education

High School Diploma or equivalent

Associate degree or college coursework

Tools

Microsoft Office Suite

Job description

University of West Alabama seeks an Administrative Assistant to provide essential support to the Department Chairs, faculty, and students. You will handle phones, emails, scheduling, and records management while assisting with accreditation and compliance tasks.

Role includes coordinating textbook adoptions, preparing communications, and supervising student workers. A high school diploma is required; experience in university administration is a plus.