Administrative Coordinator

CP11 University of New Hampshire; Durham (NH); Hybrid; USD 28,000 - 46,000; Full time

Job summary

University of New Hampshire in Durham seeks an Administrative Coordinator to provide comprehensive support to faculty and students across undergraduate and graduate programs. The role focuses on academic operations, curriculum planning, and scheduling for multiple terms, ensuring accurate records and timely communication.

Under the Department Chair's oversight, you will prepare teaching schedules, manage course and room allocations, and coordinate with the Registrar and CEPS Dean’s Office for

Qualifications

• Experience providing administrative support in an academic setting.
• Ability to coordinate scheduling with multiple offices and stakeholders.
• Knowledge of FERPA and confidentiality requirements.
• Experience maintaining catalogs and advising systems such as Degree Works.

Responsibilities

• Coordinate course and room scheduling for all terms and programs within the department.
• Prepare teaching schedules for faculty based on department needs and enrollments.
• Maintain curriculum data in undergraduate and graduate catalogs and advising systems.
• Assist with undergraduate and graduate student registrations and prerequisite reviews.
• Support department administration, budget processes, and purchasing."
• Coordinate communications, events, and information across departmental stakeholders.

Skills

Interpersonal skills

Oral & written communication

Student information systems

Supervisory experience

Organizational skills

Advanced computer skills

Tools

Database management

Word processing

Spreadsheets

Job description

Under administrative review from the Department Chair, the Administrative Coordinator provides comprehensive administrative support to faculty and students in a complex academic department with undergraduate and graduate programs.

Academic Operations, Curriculum, and Scheduling

With oversight from the Department Chair or designee, be responsible for course and room scheduling for all academic terms and programs within the department.

Prepare teaching schedules for department faculty based on consultation with the Department Chair, course offerings, faculty and teaching assistant assignments, and the department’s enrollment needs.

Represent the department in college scheduling meetings and consultations.

Make independent decisions that will best serve the department when coordinating scheduling with other college departments.

Create and maintain curriculum scheduling templates for the department’s undergraduate and graduate programs.

Monitor course enrollments and, in consultation with the Department Chair, identify the need for course cancellations, additions, section changes, or other scheduling adjustments.

After obtaining required approval from the CEPS Dean’s Office, coordinate approved scheduling changes with the Registrar’s Office and other appropriate offices.

Maintain accurate and current departmental curriculum and program information in undergraduate and graduate catalogs and advising systems, including Degree Works.

Coordinate the ongoing collection and organization of information for self-study reports, program reviews, curriculum changes, and assessment activities, including course syllabi, student data, faculty data, curriculum information, and assessment materials.

Student Services and Academic Records

Provide administrative assistance with undergraduate and graduate student course registration and prerequisite requirements, including review of individual student records and coordination with faculty or other required approvers.

Respond to student questions and provide guidance regarding appropriate forms, petitions, and administrative processes, including changes to registration or program, petitions for variance from academic policy, and transfer credit approvals.

Manage undergraduate student databases and files to ensure that records are complete, current, and accurate.

Assist the department’s graduate program coordinator with processing applications, maintaining active student records, arranging office assignments for teaching assistants, and supporting prospective student visits.

Adhere to applicable legal requirements and university policies, including FERPA, and maintain confidentiality and discretion when using or conveying sensitive or confidential information.

Department Administration and Financial Operations

Manage the day-to-day administrative operations of the department office.

Assist the Department Chair with daily administrative functions and undergraduate and graduate program operations.

Establish and maintain effective administrative processes, calendars, records, and workflows that support department operations.

Review and recommend improvements to internal operating procedures and administrative procedures supporting academic operations.

Coordinate departmental information and administrative processes with other departments, colleges, and university offices.

Assemble data, prepare administrative reports, and handle communications for the Department Chair, as requested.

Assist the Department Chair with budget planning and monitoring departmental expenditures.

Coordinate with the college finance team regarding financial policies, budgets, balances, commitments, and discrepancies.

Manage the departmental PCard and other purchases and expenditures to ensure timely processing, appropriate approvals, accurate records, and proper documentation.

Respond to questions concerning the department and assist in resolving administrative and operational problems affecting department functions.

Supervision Hire and supervise student learning assistants and graders for the department and approve their time cards.

Faculty and Department Program Support

Provide administrative support to departmental standing committees as needed.

Coordinate appointment letters, office assignments, access, and equipment needs for tenure-track faculty, lecturers, adjunct faculty, visiting scholars, and postdoctoral scholars.

Coordinate administrative arrangements associated with faculty arrivals, departures, and changes in appointment, as assigned.

Support department and program activities requiring coordination among the Department Chair, faculty, students, and university offices.

Communications, Outreach, and Department Events

Coordinate and maintain departmental and program websites to ensure that content and announcements are accurate and current.

Write and edit department and program informational materials in coordination with the CEPS Communication Manager.

Produce or coordinate department advertising and publicity.

Field and appropriately route inquiries from prospective undergraduate and graduate students.

Assist with the coordination of department events, including fall open house, admitted students visiting day, department opening and graduation gatherings, seminars, and other department activities.

Requirements: Knowledge, Skills & Abilities

• Excellent interpersonal, oral, and written communication skills.
• Experience with student information systems.
• Supervisory experience.
• Organizational skills.
• Advanced computer skills, including complex word processing, email, spreadsheets, database management, internet search tools, keyboarding, and other software applications required by the department or unit.
• Ability to establish and maintain effective working relationships with faculty, staff, students, and the general public.

Preferred Qualifications

• Work experience in college/university environment.
• Knowledge of commonly used administrative software applications in higher education, including student information, reporting, and applicant tracking systems.

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Pay Range: $20.15 - $33.15. The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations.

More information on benefits can be found here: USNH Employee Benefits | Human Resources.

Location: Durham.

The University System of New Hampshire is the largest provider of postsecondary education in the Granite State. With approximately 30,000 enrolled students annually and more than 90,000 alumni living in state, the institutions of the University System - the University of New Hampshire - Durham, the University of New Hampshire School of Law, the University of New Hampshire at Manchester, Plymouth State University, and Keene State College - have a direct impact on hundreds of thousands of New Hampshire citizens every year.