Academic Affairs Operations & Budget Coordinator

Socket.dev; Fulton (MO); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision options

Health Savings Account and/or Flex Stm

Supplemental options: Short‑term, etc.

Stand‑alone EAP program

Life, AD&D, and long‑term disability

Retirement 403(b) plan

Tuition remission or exchange programs

Sick and Vacation time

Paid Holidays (15+ each year)

Job summary

Westminster College is seeking a Coordinator of Academic Administrative Services to provide administrative, operational, financial, and organizational support for the Office of Academic Affairs, including the Registrar and related offices under the Provost. The role coordinates purchasing, budget tracking, and faculty compensation workflows in a fast-paced, collaborative environment.

Ideal candidates will have 2+ years of administrative experience in higher education, strong communication

Qualifications

• Bachelor's degree preferred.
• Minimum of two years of administrative or operational support experience preferred, in higher education or similar professional office environment.
• Strong verbal, written, and interpersonal communication skills; strong organizational abilities; attention to detail; professionalism; discretion and confidentiality; ability to manage multiple responsibilities and deadlines; ability to work independently and collaboratively; commitment to responsive customer service.

Responsibilities

• Provide administrative and operational support for the Office of Academic Affairs, the Registrar, and Student Success and Retention.
• Support Academic Affairs administrators, including the Provost, deans, directors, designated committee chairs, and other Academic Affairs personnel as assigned.
• Provide excellent customer service to faculty, students, staff, and visitors.
• Coordinate day‑to‑day office workflows and administrative processes within Academic Affairs.
• Manage purchasing and departmental purchase card processes, including reconciliation of monthly statements and collection of supporting documentation.
• Assist faculty and Academic Affairs personnel with travel requests, approvals, reimbursements, and related documentation.
• Coordinate the preparation, tracking, and processing of faculty compensation‑related documentation, including overload assignments, independent studies, stipends, adjunct assignments, and other compensated academic activities.
• Maintain records and tracking systems related to faculty assignments, compensation processes, reimbursements, purchasing activities, budgets, and other office operations.
• Coordinate with the Business Office, Human Resources, department chairs, and other institutional offices to support timely processing of documentation and administrative transactions.
• Coordinate budget tracking and reporting and maintain financial records and documentation for areas under the supervision of the Provost.
• Create, organize, and maintain shared electronic files, records, office procedures, and administrative documentation systems.
• Assist with preparation, editing, proofreading, formatting, organization, and distribution of reports, spreadsheets, forms, and related operational materials.
• Assist with routing, tracking, and processing Academic Affairs administrative forms and related documentation.
• Occasionally assist with data entry and administrative processing within institutional systems, including Jenzabar, as appropriate.
• Maintain inventory of office and instructional supplies and coordinate ordering as needed.
• Conduct research, data gathering, reporting support, and special projects as assigned.
• Schedule meetings, appointments, and other administrative activities as needed.
• Perform routine office duties such as copying, scanning, filing, and shredding.
• Work collaboratively with members of the Office of Academic Affairs to support continuity of operations during periods of high workload, staff transitions, or institutional need.
• Assist with events, such as faculty orientation, Commencement, New Student Convocation, Hancock Symposium etc.
• Other duties as assigned.

Skills

Communication

Organization

Attention to detail

Professionalism

Discretion

Multitasking

Teamwork

Customer service

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Westminster College is seeking a Coordinator of Academic Administrative Services to provide administrative, operational, financial, and organizational support for the Office of Academic Affairs, including the Registrar and related offices under the Provost. The role coordinates purchasing, budget tracking, and faculty compensation workflows in a fast-paced, collaborative environment.

Ideal candidates will have 2+ years of administrative experience in higher education, strong communication