Dynamic Academic Coordinator - Physics Department

Wake Forest University; North Carolina; On-site; USD 42,000 - 62,000; Full time

Job summary

Wake Forest University in Winston-Salem, NC, seeks an Academic Coordinator in the Department of Physics to support the chair and faculty with a wide range of administrative duties.

Responsibilities include event planning, travel arrangements, budgeting, workspace management, and system administration (Workday, EMS). The role requires strong communication, organization, and discretion to handle confidential information and coordinate with university units.

Qualifications

• 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.

Responsibilities

• Greets visitors and handles phone calls, directs inquiries.
• Collects and compiles information such as memos and reports.
• Plans, coordinates, and promotes departmental events and meetings.
• Arranges travel lodging for departmental speakers and guests.
• Maintains inventory and ensures furniture, equipment, and facilities are in working order.
• Manages classroom usage via EMS and maintains space and tech.
• Serves as Department Business Administrator and updates Financial Services policies.
• Tracks departmental funds, expenses, and reconciles ledger monthly.
• Acts as Departmental Property Administrator and logs fixed assets.
• Enters courses into Workday and provides course info to the Dean’s Office.
• Assists with recruitment/onboarding, leaves, fellowships, tenure and promotion.
• Assists with major/minor declaration and student registration.
• Liaises between department and other campus units.
• Updates department website and maintenance.
• Manages student employee hiring and timecard approval.
• Responds to administrative needs of faculty.
• Assists in graduate recruitment and duties.
• Keeps track of graduate travel reimbursements.
• Performs other duties as assigned.

Skills

Office administration

Budgeting

Communication

Microsoft Office

Google Suite

Confidentiality

Education

Bachelor’s degree

Tools

EMS

Workday

Microsoft Office

Google Suite

Job description

Wake Forest University in Winston-Salem, NC, seeks an Academic Coordinator in the Department of Physics to support the chair and faculty with a wide range of administrative duties.

Responsibilities include event planning, travel arrangements, budgeting, workspace management, and system administration (Workday, EMS). The role requires strong communication, organization, and discretion to handle confidential information and coordinate with university units.