Academic Coordinator, Department of Biology

Wake Forest University; Winston-Salem (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

Wake Forest University seeks an organized administrative assistant to support the Department Chair and faculty. You will handle front-office duties, manage communications, and coordinate department events while maintaining financial records and asset logs.

The role requires strong Microsoft Office skills, confidentiality, and the ability to work with diverse staff. On-site, with occasional evenings or weekends as needed.

Qualifications

• High school diploma plus 1–3 years related experience or equivalent.
• General knowledge of office management procedures and techniques.
• General knowledge of budget systems and financial procedures.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint.
• Ability to maintain confidentiality of records and information.
• Ability to organize workflow and prioritize assignments.
• Attention to detail and accuracy.
• Ability to work with diverse faculty, staff, and administrators.
• Ability to work occasional evenings and weekends.

Responsibilities

• Greet visitors, answer calls, direct inquiries, and manage conference calls.
• Collect and compile memos, reports, syllabi, and related documents.
• Plan, coordinate, and promote department events and meetings.
• Maintain department inventory and ensure furniture and equipment are functional.
• Manage classroom use via EMS and support space and technology needs.
• Serve as Business Administrator and inform on financial policies and procedures.
• Monitor departmental funds, expenses, and ledger entries.
• Maintain Fixed Asset logs as Departmental Property Administrator.
• Enter courses into Workday and update Dean’s Office as required.
• Support faculty processes: recruitment/on-boarding, leaves, tenure, and promotions.
• Assist with major/minor declarations and student registration.
• Serve as liaison between department and campus units.
• Assist with website updates and maintenance.
• Oversee student employee hiring and timecard approvals.
• Respond to administrative needs of faculty.

Skills

Office management

Microsoft Office

Effective communication

Confidentiality

Organization & prioritization

Event coordination

Adaptability

Education

High school diploma

Bachelor’s degree preferred

Tools

Workday

Job description

Job Description Summary

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities.

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Job Description

Essential Functions:

• Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, coordinates and monitors conference calls, takes messages and replies to questions regarding programs, office procedures, and policies.
• Collects/compiles information, such as memos, letters, reports, faculty syllabi, etc.
• Assists in planning, coordinating, and promoting departmentalevents, meetings, and activities.
• Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order.
• Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
• Serves as department Business Administrator and attends meetings in order to stay up to date on Financial Services policies& procedures and shares information & policy changes with other members of the department.
• Maintains and analyzes all departmental funds; tracks and monitors expenses; reviews department credit card transactions; reconciles general ledger on a monthly basis and submits journal entries as needed.
• Acts as Departmental Property Administrator (DPA) and maintains log of fixed assets within the department.
• Enters courses into Workday and provides course information, such as FYS offerings and Undergraduate Bulletin updates, to the Dean’s Office as required.
• Assists with all processes related to faculty (e.g., recruitment/on-boarding, leaves, fellowships, tenure and promotion, exits).
• Assists with major/minor declaration process and student registration.
• Serves as the primary liaison between the department and all other units on campus.
• Assists with department website updates and maintenance.
• Manages student employee hiring process and oversees workload and timecard approval.
• Responds to administrative needs of faculty members.

Additional Job Description

Required Education, Knowledge, Skills, Abilities:

• High school diploma plus one to three years related experience, or an equivalent combination of education and experience.
• General knowledge of office management procedures and techniques.
• General knowledge of budget systems and financial and accounting procedures.
• Ability to demonstrate effective communication skills both verbally and in writing.
• Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, database programs, and other software.
• Ability to operate peripheral office equipment (e.g., digital camera, scanner).
• Ability to maintain confidentiality of records and information.
• Ability to organize office workflow and prioritize work assignments.
• Accuracy and attention to detail.
• Ability to interact with faculty, staff, and administrators with diverse backgrounds.
• Ability to work occasional evenings and weekends as required.
• Ability to update skills on a continual basis.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree plus one to three years related experience or an equivalent combination of education and experience.

Accountabilities:

Works under limited supervision. Reports directly to the Chair. Pro-Active in seeking out tasks and assignments. Commitment to position and the mission of the Department and the University.

Physical Requirements:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Disclaimer:

The Wake Forest College embraces the exceptional learning opportunities afforded by a residential liberal arts experience for our students. Therefore, academic coordinators are expected to work on campus and participate in the academic and intellectual life of the campus that is unique to a residential college.

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status. If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [e-mail].

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [e-mail] or [phone].