Academic Department Administrative Assistant

Manhattan College; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Kakos School of Arts and Sciences (KSAS) seeks an organized Academic Department Coordinator to provide comprehensive administrative support to chairs, faculty, and students across two campus locations.

The role emphasizes coordinating schedules, records, and event logistics while maintaining a high standard of service within the School.

Qualifications

• High school diploma or GED required.
• 1+ year of administrative or office experience.
• Proficiency with Microsoft Office, Google Workspace, and electronic document management systems.
• Excellent organizational, interpersonal, and customer service skills.
• Strong written and verbal communication; ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide administrative support to department chairs and faculty.
• Manage office supplies, equipment, copier maintenance, and facilities requests; schedule rooms.
• Maintain departmental records, syllabi, faculty office hours, and shared files.
• Coordinate textbook orders, travel reimbursements, and purchasing requests.
• Support a paperless environment using Google Workspace, Banner, and workflow systems.
• Occasionally proctor examinations and assist with meetings and minutes.
• Serve as front-facing representative for assigned departments and respond to student inquiries.
• Assist with meeting preparation, record minutes, and data management.

Skills

Time management

Customer service

Communication

Prioritization

Education

Associate's or Bachelor's degree (preferred)

Tools

Microsoft Office

Google Workspace

Banner

Electronic signature platforms

Job description

The Kakos School of Arts and Sciences (KSAS) seeks a highly organized, student-focused Academic Department Coordinator to provide administrative support across multiple academic departments. Working across two campus office locations, this position would provide administrative support to multiple departments within the Kakos School of Arts and Sciences

The successful candidate will provide comprehensive administrative support to department chairs and faculty, oversee a wide range of academic and operational processes, and help maintain consistent, high-quality service throughout the School.

This is an in-person, on-campus, non-remote position.

Administrative Operations:

• Manage office supplies, equipment, copier maintenance, and facilities requests.
• Maintain departmental records, syllabi, faculty office hours, and shared electronic files.
• Schedule classrooms, meetings, and special events.
• Coordinate textbook orders and desk copies.
• Support the School's paperless administrative environment through Google Workspace, Microsoft Office, Banner, and electronic workflow systems.

Faculty and Chair Support:

• Provide administrative support to department chairs and faculty.
• Coordinate faculty requests and prioritize workflow across multiple departments.
• Prepare departmentaltravel reimbursements, purchasing requests, and other administrative documentation.
• Assist with meeting preparation, record minutes, and maintain departmental records.
• At faculty request, scan documents and make copies.
• Provide technology support for faculty and department operations.
• Occasionally proctor individual student examinations.

Student Services and Academic Support:

• Brings a student-centered orientation to the role, remaining attentive, approachable, and responsive to student needs in all aspects of the position.
• Serve as the primary front-facing representative for assigned departments.
• Respond to student inquiries and direct students to appropriate offices and University resources.

Faculty Recruitment and Personnel Administration:

• Coordinate logistics for faculty and staff searches, including interview schedules, travel, accommodations, candidate presentations, and campus visits.
• Prepare appointment paperwork for new and returning faculty and adjunct instructors.

Event Planning and Data Management:

• Coordinate departmental lectures, meetings, receptions, and special events.
• Assist with budget, enrollment, and other departmental reporting.
• Gather and organize data requested by department chairs and the Dean's Office.

• High school diploma or GED.
• 1 year + of administrative or office experience.
• Demonstrated proficiency with Microsoft Office,Google Workspace, and electronic document management systems.
• Excellent organizational, interpersonal, and customer service skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

The successful candidate will demonstrate:

• Exceptional organizational and time-management skills.
• Flexibility and adaptability in responding to changing departmental needs.
• A collaborative, service-oriented approach.
• Strong attention to detail.
• The ability to work independently while coordinating effectively with multiple department chairs and colleagues.
• Professional judgment and discretion when handling confidential information.

Preferred:

• Associate's or Bachelor's degree.
• Experience working in higher education.
• Experience using Banner, electronic signature platforms, or comparable administrative systems.
• Experience supporting multiple supervisors or departments simultaneously.