Academic Coordinator, Department of Physics

Wake Forest University; Winston-Salem (NC); On-site; USD 42,000 - 56,000; Full time

Job summary

Wake Forest University is seeking an organized administrative professional to support the Department Chair and faculty in daily operations, coordination of meetings, travel, and office procedures.

The role involves managing budgets, course data in Workday, handling communications, events, and acting as a liaison with campus units.

Qualifications

• High school diploma with 1–3 years related experience.
• Proficiency in Microsoft Office and Google Suite applications.
• Ability to maintain confidentiality of records and information.
• Strong written and verbal communication skills.
• Ability to work evenings and weekends as required.

Responsibilities

• Greets visitors in a professional manner and manages phone calls and inquiries.
• Collects and compiles information such as memos, reports, and syllabi.
• Plans, coordinates, and promotes departmental events and meetings.
• Arranges travel and lodging for speakers and guests.
• Maintains departmental funds and reconciles expenses; enters data into Workday.

Skills

Office management

Budget knowledge

Communication skills

MS Office

Google Suite

Confidentiality

Workflow organization

Attention to detail

Diversity collaboration

Evenings/weekends availability

Continuous learning

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.

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 and 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 and 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.
• Acts as department Business Administrator and attends meetings to stay up to date on Financial Services policies & procedures, sharing information and policy changes with other department members.
• 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 other campus units.
• 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.

Accountabilities

Works under limited supervision. Reports directly to the Chair. Pro-active in seeking out tasks and assignments. Commitment to the 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.

Time Type Requirement

Full time

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].