Coordinator of Academic Administrative Services

Description

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

The Coordinator of Academic Administrative Services provides administrative, operational, financial, and organizational support for the Office of Academic Affairs, including the Registrar and other offices under the supervision of the Provost. The position supports multiple Academic Affairs administrators and manages purchasing, departmental purchase card processes, and budget tracking, while coordinating faculty compensation-related documentation, reimbursements, administrative workflows, and related office operations.

The individual in this role must demonstrate professionalism, flexibility, initiative, discretion, attention to detail, and the ability to manage multiple responsibilities in a fast-paced and collaborative environment.

Requirements

ESSENTIAL FUNCTIONS:

The statements below are intended to describe the principal duties of the person assigned to this job. They are not intended to be an exhaustive list of all job duties and responsibilities.

• Provide administrative and operational support for the Office of Academic Affairs, the Registrar, and Student Success and Retention.
• Support Academic Affairs administrators, including the Provost, deans, directors, designated committee chairs, and other Academic Affairs personnel as assigned.
• Provide excellent customer service to faculty, students, staff, and visitors.
• Coordinate day-to-day office workflows and administrative processes within Academic Affairs.
• Manage purchasing and departmental purchase card processes, including reconciliation of monthly statements and collection of supporting documentation.
• Assist faculty and Academic Affairs personnel with travel requests, approvals, reimbursements, and related documentation.
• Coordinate the preparation, tracking, and processing of faculty compensation-related documentation, including overload assignments, independent studies, stipends, adjunct assignments, and other compensated academic activities.
• Maintain records and tracking systems related to faculty assignments, compensation processes, reimbursements, purchasing activities, budgets, and other office operations.
• Coordinate with the Business Office, Human Resources, department chairs, and other institutional offices to support timely processing of documentation and administrative transactions.
• Coordinate budget tracking and reporting and maintain financial records and documentation for areas under the supervision of the Provost.
• Create, organize, and maintain shared electronic files, records, office procedures, and administrative documentation systems.
• Assist with preparation, editing, proofreading, formatting, organization, and distribution of reports, spreadsheets, forms, and related operational materials.
• Assist with routing, tracking, and processing Academic Affairs administrative forms and related documentation. This includes student and faculty e-forms, evaluations tasks for the Transfer Equivalency System, syllabi and diploma requests. 
• Occasionally assist with data entry and administrative processing within institutional systems, including Jenzabar, as appropriate.
• Maintain inventory of office and instructional supplies and coordinate ordering as needed.
• Conduct research, data gathering, reporting support, and special projects as assigned.
• Schedule meetings, appointments, and other administrative activities as needed.
• Perform routine office duties such as copying, scanning, filing, and shredding.
• Work collaboratively with members of the Office of Academic Affairs to support continuity of operations during periods of high workload, staff transitions, or institutional need. 
• Assist with events, such as faculty orientation, Commencement, New Student Convocation, Hancock Symposium etc.
• Other duties as assigned.

Job Requirements:

Education: Bachelor’s degree preferred. 

Experience: Minimum of two years of administrative or operational support experience preferred, in higher education or similar professional office environment.

Skills: 

• Strong verbal, written, and interpersonal communication skills; strong organizational abilities; attention to detail; professionalism; discretion and confidentiality; ability to manage multiple responsibilities and deadlines; ability to work independently and collaboratively; and commitment to responsive customer service.
• The position requires proficiency in Microsoft Word, Excel, Outlook, and other standard office software applications, along with the ability and willingness to learn institutional administrative systems and software platforms.
• The individual in this position must be able to operate a personal computer and standard office equipment, including telephone, copier, scanner, and related office technology.
• The physical demands of this position include sitting, standing, reaching, bending, and occasional light lifting in a standard office environment.

Benefits:

• Medical, dental, and vision options
• Health Savings Account and/or Flex Spending Account
• Supplemental options: Short-term disability, Hospitalization, Accident, and Critical Illness
• Stand-alone EAP program
• Life, AD&D, and long-term disability
• Retirement 403(b) plan
• Tuition remission or exchange programs
• Sick and Vacation time
• Paid Holidays (15+ each year)