Academic Department Coordinator - Mathematics (College of Liberal Arts and Sciences)
Job no: 493831
Position type: PSS - Professional Support Staff
Categories: College of Liberal Arts & Sciences
Summary: The Department of Mathematics seeks an Academic Department Coordinator to join our collegial staff and to contribute to our positive office environment and departmental mission with a start date in early January 2022. The Academic Department Coordinator is responsible for the coordination and the quality of the administrative work for the department; they have a variety of responsibilities in which discretion and judgment concerning procedures to use or policies to follow are required. The successful candidate will work closely with the Unit Head and Assistant Chairs to manage departmental operations. Principal duties include assistance with course scheduling, faculty requests and inquiries, student requests and inquiries, budget management, event planning, general office management, supervision of student workers, and promotion of department curricular programs. The successful office coordinator should have the ability to perform the essential functions listed; the ability to perform non-essential functions is desired but not required.
Responsibilities - Essential Functions:
Unit Head and Faculty Support:
- Assist with scheduling meetings, taking minutes, preparing spreadsheets, graphics, brochures, and other materials as requested. Compiles and logically formats statistical data and reports.
- Provide support to 1st and 2nd-year tenure track faculty, affiliate faculty, visitors, and adjuncts including office space, keys, nameplates, and computer access.
- Assist with information regarding syllabi, textbooks, access to the Copy Center, and door schedules. Assist with questions on Banner, Digital Measures, and University policies.
- Manage/maintain Unit Head schedule.
- Provide excellent administrative service to visitors and callers by providing answers to questions, solutions to problems or directions to resources, and university policies ensuring the person connects with the resources or office.
- Provide support with bulk mailings, answer phones, maintain filing and recordkeeping systems. Receive information in various forms and determine the appropriate method of processing.
- Serve as student employee supervisor and may act as a lead worker for other PSS. Responsible for hiring student employees, coordinating hiring paperwork, developing work schedules, approval of student employee payroll, and maintaining student employee records. Monitor funds allocated to student wages and adjust accordingly.
- Coordinate with the unit head to develop and enter information for the academic schedule using course scheduling software, maintain department and faculty preferences, track and submit course changes authorized by the unit head, generate reports and assist in resolving conflicts.
- Monitor the department budgets and provide timely reports to the unit head. Responsible for reconciling budgets, maintaining accurate records, tracking expenses, and assisting with fiscal year-end activities. This may include managing department purchasing card(s), assisting with and submitting Travel and Expense Forms, tracking CSCE and FTLC funding and reimbursements, initiating budget transfers, processing invoices and entering requisitions, and ensuring all transactions are completed and documented.
- Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for major meetings, events, conferences, exhibits, travel, or other related duties for both internal and external contacts.
- Provide administrative support for personnel processes by organizing salary review data at the department level, faculty evaluations, and any additional departmental reporting in consultation and collaboration with the unit head.
- Coordinate/monitor grade processing. This includes mid-term grades, final grades, incomplete grades, and grade changes.
- Disseminate information that may require explanation and interpretation of established university and College policies and procedures, and directs individuals to sources of additional information.
- Maintain syllabi records for the department.
- Maintain and order supplies for the department.
- At times, act as a liaison between the unit head, Dean’s Office, faculty, staff, students, and outside organizations.
- Collaborate across and provide backup support to other CLAS units as needed.
- Other related duties or special projects as assigned including:
- access, use, organize and store data related to the functioning of the department
- maintain department files, including confidential files, department statistics, and equipment and computer inventory
- respond to emails and assist students with issues related to the Math Proficiency Exam
- maintain the email@example.com email account and answer questions as appropriate or forward to the appropriate faculty member
- provide clerical support for selected committees, as needed
- assist with technology orders
Non - Essential Functions:
- Textbook orders for faculty.
- Process major declarations and assign faculty advisors.
- Coordinate completion of course override requests.
- Monitor make-up exams.
- Perform routine website maintenance.
Required Qualifications and Education:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work independently, organize own work, and coordinate work activities of others.
- Ability to work under pressure and meet deadlines.
- Strong technical skills with various computer software applications such as Microsoft Office, Excel, and/or equivalent.
- Demonstrated skills and fluency in generating and organizing spreadsheet data.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service
- Demonstrated experience to successfully operate office equipment.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Some college coursework
- Supervisory experience preferred
- Demonstrated ability to access, use, organize, and store data
- Some understanding or appreciation of the field of mathematics
Receives general instruction from a designated supervisor but is generally expected to work independently.
Hire, train, supervise, schedule, and coordinate the work of student employees and may act as lead workers to other PSS staff members within the department/unit/division.
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Salary: C-3 Level. Minimum starting salary of $17.86
Department/Division: Mathematics / Academic Student Affairs
Application Deadline Date: October 25, 2021
How to Apply: Apply online at jobs.gvsu.edu and select "Apply now". Please include a cover letter and resume. The online application will allow you to attach these documents electronically. On the application, you will be required to provide names, phone numbers, and e-mail addresses for three professional references including at least one supervisor. If you need assistance, call Human Resources at 616-331-2215.
Job Category: Professional Support Staff
Job Type: Full Time - 12 Months, 8 am – 5 pm
Grand Valley State University has a COVID-19 Vaccine requirement that requires all faculty, staff and students to be vaccinated. New hires will be expected to adhere to the policy unless they are eligible for allowable exemptions or postponement. Up-to-date information can be found on our Lakers Together website.
Grand Valley State University does not discriminate against students, faculty or staff in any of its employment practices or in its educational programs or activities. Grand Valley State University is guided by values for inclusiveness and community which are integral to our mission to educate students to shape their lives, their professions, and their societies, and to enrich the community through excellent teaching, active scholarship, and public service. The University is an affirmative action, equal opportunity institution. It encourages diversity and provides equal opportunity in education, employment, all of its programs, and the use of its facilities. Members of the University community, including candidates for employment or admissions, and visitors or guests, have the right to be free from acts of harassment and discrimination, which are prohibited if they discriminate or harass on the basis of age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, veteran or active duty military status or weight. In addition, Grand Valley is required by Title IX of the Education Amendments of 1972 to ensure that none of its education programs and activities discriminate on the basis of sex/gender. Sex includes sex stereotypes, gender identity, gender expression, sexual orientation, and pregnancy or parenting status. The Office for Title IX and Institutional Equity serves as a resource for the GVSU community and assists individuals who may have been impacted by discrimination or harassment in connecting with resources, imposes measures that protect or support access to programs and activities, and oversees the university’s grievance process for allegations of discrimination and harassment. Inquiries regarding the application of Title IX may be referred to the Title IX Coordinator, 4015 Zumberge Hall, firstname.lastname@example.org, (616) 331-9530.
The University will provide reasonable accommodations to qualified individuals with disabilities. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request.
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Applications close: Eastern Daylight Time
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