Administrative Assistant and General Education Coordinator

If you are a current University employee, please use the internal career site to apply for this position.

Job Description

This posting is for a full-time, 12-month, exempt position. The University of Findlay invites applications for the Administrative Assistant and General Education Coordinator position in the College of Business and Humanities. This position provides critical support to ensure the smooth functioning of the college’s administrative, academic, and event-related activities. This position is responsible for administrative and general clerical duties for the department of Language and Culture.  In addition, answer non-routine correspondence and assemble highly confidential and sensitive information.  Independent judgement is required to plan, prioritize and organize diversified workload.  

This individual will also serve as the primary point of contact for general education (CORE+) and College Credit Plus (CCP) courses within the college. They will be responsible for managing enrollment data, supporting course scheduling, collaborating with department chairs and advisors, and assisting in event coordination. The Coordinator will work closely with faculty, staff, and students to meet the academic and administrative needs of the college while ensuring a high level of organization, communication, and problem-solving.

Essential Functions:

This position requires regular and reliable attendance in the office environment.

1.    General Education (CORE+) and College Credit Plus (CCP):
o    Serve as the central point of contact for inquiries regarding general education and CCP courses within the College of Business and Humanities.
o    Collaborate with department chairs and college administration to address questions, resolve issues, and streamline processes related to GE and CCP courses.
o    Monitor enrollment trends, survey students to assess their interests in general education courses, and analyze data to make recommendations for course offerings and section numbers.
o    Work with advisors to identify general education pathways for students and align offerings with their academic needs.
o    Assist department chairs in identifying adjunct faculty to support additional course sections if necessary.
o    Assist Lead College Credit Plus (CCP) Faculty Liaison with communication to high school instructors.  Help coordinate training workshops for high school instructors.

2.    Administrative Support:
o    Assist faculty/staff/students in arranging on-campus and off-campus department special events and outreach.  (The Writer’s Kitchen, High School Ethics Bowl, Mid-Semester Portfolio Smash and End-Semester Portfolio Smash workshops)
o    Assist with facilitating department/program grants and awards.
o    Assists in placing textbook orders/desk copies.
o    Assist with visiting scholars and student groups.
o    Initiates contracts for adjunct faculty.
o    Maintain department calendar of on and off- campus events.
o    Record, type, and disseminate department meeting minutes.
o    Assist with scheduling department meetings for the year.
o    Create and maintain department/program data base and records/files.
o    Scheduling and changing of course information in Workday.
o    Assist in the reservation of rooms for meetings, events, and classes.
o    Collection and dissemination of pertinent documents throughout the semester/year.
o    Assist with monitoring department budgets and processing all requisitions and receipts.
o    Keep track of and order essential supplies for the department/program.
o    General daily duties: Answer phones and provide polite and efficient services to all callers, provide clerical support including processing incoming and outgoing mail, be first contact for all visitors, answer questions from students, faculty, and visitors. 
o    Create reports and coordinate data.
3.    Communication and Collaboration:
o    Act as a liaison between the college and other offices or departments, ensuring timely and accurate communication regarding general education and CCP courses.
o    Build and maintain strong working relationships with department chairs, advisors, and other college personnel to facilitate problem-solving and efficient operations.
4.    Perform all other duties deemed appropriate for the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies
1.    Organization and time management
2.    Effective communication 
3.    Problem-solving
4.    Attention to detail
5.    Collaboration and teamwork
6.    Analytical skills
7.    Event coordination
8.    Adaptability

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands
This is largely a sedentary role; however, some filing in required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

This role also needs to be able to walk to and from the mailroom.

Position Type and Expected Hours of Work
This is a full-time position. Standard hours of operation are 8am-5pm Monday through Friday. Expected hours are 40 hours per week.
 

Required Education and Experience
1.    High school diploma is required.
2.    Six months of administrative office experience.
3.    Knowledge of Windows, Word, Excel. Willingness to learn other required systems is expected.

Preferred Education and Experience
1.    Additional years of administrative office experience.
2.    Experience in higher education.
 

For optimal consideration of your applicant file, faculty applications must include a cover letter; current Resume or Curriculum Vitae; a statement of teaching philosophy; and the contact information for three professional references with your application. Staff applications must include a current Resume or Curriculum Vitae and cover letter with your application.

The University of Findlay is an Affirmative Action/Equal Opportunity Educator and Employer. It is the university's policy to prohibit discrimination and provide equal opportunity to all employees and applicants for employment, without regard to their race, sex (including gender identity/expression), color, religion, ancestry, national origin, age, disability, veteran status, military or sexual orientation.