Engineering and Physics Administrative Coordinator

Abilene Christian University; Abilene (TX); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Abilene Christian University’s Engineering and Physics departments seek an Administrative Coordinator to keep daily operations running smoothly. You will serve as receptionist, provide secretarial support, and assist faculty and staff with routine tasks in a dynamic campus environment.

Responsibilities include coordinating department events, scheduling meetings for chairs, handling mail and documents, managing department supplies, and supporting accreditation activities with the Coordinator of

Qualifications

• Experience providing administrative and office support in a university setting.
• Ability to greet visitors and manage inquiries.
• Experience using Workday for purchasing and budgeting tasks.

Responsibilities

• Serve as office receptionist and be present in the office from 9 am to 4 pm.
• Coordinate departmental events and meetings for Engineering and Physics.
• Handle incoming/outgoing mail, scanning, and archiving documents; manage department supplies.
• Provide administrative support for accreditation needs and for department tasks.
• Coordinate with Dean, Provost, Research, and other offices to transfer funds and maintain records.

Tools

Workday

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.