Engineering and Physics Administrative Coordinator

acu; Abilene (TX); On-site; USD 40,000 - 65,000; Full time

Job summary

ACU in Abilene, Texas is seeking an Engineering and Physics Administrative Coordinator to provide essential administrative and operational support to the departments of Engineering and Physics. The role focuses on keeping daily activities running smoothly for faculty, staff, and students, while maintaining a welcoming campus environment.

The coordinator will handle receptionist duties, scheduling, budgeting assistance, and coordination of accreditation documentation, events, and exams.

Qualifications

• Provide secretarial support to faculty and staff.
• Coordinate department communications and scheduling.
• Assist with accreditation-related tasks and documentation.
• Provide reception duties and visitor management.
• Assist with budget tracking and procurement processes.

Responsibilities

• Answer and direct phone calls, take messages.
• Greet visitors and coordinate guest hospitality.
• Schedule meetings for department chairs.
• Process mail, scans, and file documents.
• Maintain Workday records and department accounts.
• Coordinate with Dean, Provost, and Research offices on funds transfer.
• Supervise student workers and manage course-related tasks.

Skills

Office administration

Secretarial support

Scheduling and calendar management

Communication skills

Tools

Workday

Microsoft Office

Job description

The Engineering and Physics Administrative Coordinator provides essential administrative and operational support to the departments of Engineering and Physics, ensuring efficient daily functioning and facilitating a positive environment for faculty, staff, and students.

Basic Responsibilities

• Serve as office receptionist
• Provide secretarial support to all faculty and staff
• Provide administrative assistance for the office departments
• Provide administrative support as needed for engineering accreditation needs
• Other duties as may be assigned

Essential Duties

Essential duties include the following. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. Serve as office receptionist Be present in office from 9 am to 4 pm Absences can be approved through communication with chairs and placement on shared calendar.

• Answer and direct incoming telephone calls, take messages, answer voicemail
• Greet visitors in a welcoming and professional manner
• Coordinate guest hospitality.
• Direct students to classrooms, offices and other locations on campus
• Provide secretarial support to the office Assist with coordination of departmental led events Departmental chapels
• Alumni events
• Welcome week events
• Faculty meetings
• Senior banquet
• Others as needed
• Schedule appointments and arrange meetings for department chairs
• Handle incoming and outgoing mail and packages
• Copy and/or scan class material, exams, syllabi, or other documents
• Upload and archive documents to appropriate department drives
• Provide administrative assistance for the departments Help create, post, and hire student worker positions
• Train student workers to enter hours and any other departmentally required reporting
• Supervise office student workers Student teaching assistants will be supervised by their coordinating faculty
• Administer "Course Challenge" exams
• Track accounts in Workday as needed
• Manage department purchasing card (engineering and physics)
• Assist faculty with purchasing questions and Workday forms
• Assist chairs in ensuring faculty p-card forms are submitted on time
• Assist chairs in completing annual budget tasks
• Coordinate with other offices: Dean, Provost, Research, etc. to ensure awarded funds are transferred to department accounts
• Maintain requisition/purchasing/receiving in Workday
• Maintain office and classroom supplies
• Coordinate repair of office and classroom equipment
• Schedule building/classroom requests
• Provide notifications of after-hour use of building/classrooms and of needed repairs
• Maintain electronic building and room access
• Maintain current records of department majors and minors
• Maintain other office files
• Provide administrative support for engineering accreditation needs. Aid in ABET records, in collaboration with Coordinator of Assessment and chair Support collection and organization of objective evidence
• Support collection and organization of assessment data
• Support collection and organization of continuous improvement data
• Other arrangements and tasks associated with accreditation as needed.

ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions. As a current employee, it will be determined if you need an additional background check upon your hire.