Academic Affairs Administrative Coordinator

University of West Alabama (UWA); Livingston (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

University of West Alabama is seeking an administrative support professional to assist Department Chairs, faculty, and students. You will answer phones, respond to emails, maintain records, and manage scheduling and syllabus documentation.

Responsibilities include coordinating textbook adoptions, preparing course schedules, supporting accreditation activities, and assisting with communications and budget-related tasks. A High School Diploma and strong customer service are required.

Qualifications

• High School Diploma or equivalent.
• Excellent speaking and writing abilities and professional telephone demeanor.
• Proficiency in the Microsoft Office suite of desktop applications and strong typing skills.
• Ability to organize the flow of work, including filing, data collection, information, and appointment scheduling.
• Ability to work effectively with other divisional staff and other University offices.
• Strong work ethic and proactive approach to problem-solving.
• Willingness to learn university systems and software.
• Customer Service Oriented.
• Previous secretarial experience.

Responsibilities

• Serve as the primary administrative support for the Department Chairs, faculty, and students, by answering phones, responding to emails, and assisting with general inquiries.
• Manage departmental records and office operations, including academic calendars, files, meeting minutes, requisitions, purchase requests, and room scheduling.
• Coordinate textbook adoptions each semester by working with Department Chairs, faculty, the UWA Bookstore, and textbook publishers to ensure timely and accurate textbook orders.
• Assist Department Chairs with the development and maintenance of course schedules, including processing course changes, Ad Astra updates, class change forms, and other scheduling adjustments.
• Collect, review, organize, and maintain course syllabi, course schedules, and other instructional documentation each semester to ensure compliance.
• Support accreditation, assessment, and compliance activities by collecting, organizing, maintaining, and archiving documentation for Department Chairs, faculty, and the Director of Accreditation.
• Maintain departmental records through electronic filing and document management, including digitizing historical student and departmental files while ensuring confidentiality and compliance with university record retention policies.
• Assist with the preparation and distribution of departmental communications, announcements, reports, forms, recruiting materials, and other correspondence.
• Coordinate departmental meetings, special events, and student activities, including scheduling, room reservations, preparation of materials, and recording meeting minutes as needed.
• Process purchase requests and assist with departmental budget-related documentation.
• Assist in supervising and coordinating Graduate Assistants, student workers, and work-study employees, including onboarding, scheduling, and daily assignments.
• Provide administrative support to faculty by assisting with routine departmental processes, university forms, instructional needs, document preparation, and other duties that support teaching, research, and service activities.
• Maintain knowledge of university policies, procedures, academic calendars, curriculum requirements, and administrative systems to provide accurate information and effective support.
• Perform other related duties as assigned by the Dean, Department Chairs, or other appropriate university administrators.

Skills

Microsoft Office

Typing

Phone etiquette

Organizational skills

Customer service

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

University of West Alabama is seeking an administrative support professional to assist Department Chairs, faculty, and students. You will answer phones, respond to emails, maintain records, and manage scheduling and syllabus documentation.

Responsibilities include coordinating textbook adoptions, preparing course schedules, supporting accreditation activities, and assisting with communications and budget-related tasks. A High School Diploma and strong customer service are required.