Academic Coordinator, Department of Physics

wfu; Winston-Salem (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Wake Forest University is seeking an Administrative Coordinator to support the Department Chair and faculty on campus. The role requires handling a wide range of clerical tasks, events, budgeting, and administrative processes in a busy academic setting.

You will manage communications, scheduling, and workflow while maintaining confidentiality and high attention to detail. This is a full-time, on-site position with opportunities to contribute to the academic life of the department.

Qualifications

• High school diploma plus 1–3 years related experience.
• General knowledge of office management procedures.
• General knowledge of budget systems and accounting procedures.
• Ability to demonstrate effective communication skills both verbally and in writing.
• Proficiency in Microsoft Office and Google Suite applications.
• Ability to maintain confidentiality of records and information.
• Ability to organize office workflow and prioritize work assignments.
• Ability to interact with faculty, staff, and administrators with diverse backgrounds.
• Willingness to work occasional evenings and weekends as required.
• Ability to update skills on a continual basis.

Responsibilities

• Greets visitors in a pleasant and professional manner and answers calls.
• Collects and compiles information such as memos and reports.
• Assists in planning and promoting departmental events and travel arrangements for speakers.
• Maintains departmental inventory and ensures furniture and equipment are in working order.
• Manages classroom usage and coordinates with EMS for room scheduling.
• Serves as Department Business Administrator and stays current on Financial Services policies.
• Maintains and analyzes departmental funds, tracks expenses, and reconciles the general ledger monthly.
• Acts as Departmental Property Administrator and logs fixed assets.
• Enters courses into Workday and provides course information to the Dean’s Office.
• Assists with faculty processes including recruitment, leaves, fellowships, and tenure matters.
• Assists with major/minor declarations and student registrations.
• Liaises between department and other campus units; updates department website; oversees student hiring and timesheets.
• Responds to administrative needs of faculty and supports graduate recruitment and travel reimbursements.

Skills

Office management

Communication

Organizational skills

Confidentiality

Budget awareness

Team coordination

Education

Bachelor’s degree preferred

High school diploma or equivalent

Tools

Microsoft Office

Google Suite

EMS/room scheduling

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.

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.

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 departmental events, meetings, and activities.
• Assists in making travel lodging arrangements for departmental speakers and guests.
• 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 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.
• Assists in graduate program recruitment and other graduate duties.
• Keeps track of and assists in reimbursement of graduate student travel (attending conferences).
• Performs other duties as assigned.

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 and Google Suite applications, 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.

Additional Job Description

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.]

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].