The Administrative Coordinator provides administrative support to the Program Director, Associate Program Director and the members of the Department of Behavioral Sciences. The position reports to the Program Director of Behavioral Sciences.
Essential Duties and Responsibilities
Academic Planning and Course Coordination
Develop and submit block schedules for each academic quarter
Prepare adjunct faculty letters of agreement
Coordinate and submit quarterly student registration
Organize information regarding Advanced Standing students and modified registration required
Prepare online course and instructor evaluations
Assist Program Director with preparation and submission of Program section of University catalog.
Assist in preparation of materials for courses and Canvas.
Assist faculty with the preparation of exams, as needed
Maintain Program testing materials and order new materials as needed.
Prepare and submit final dissertations for copying and binding.
Complete necessary paperwork for graduates’ licensure applications
Assist with tasks related to Program accreditation and accreditation maintenance.
Coordinate events related to Program orientation, graduation, Town Hall meetings, admissions interviews, workshops and other events.
Assist in coordinating practicum and internship materials for faculty and students, including application and evaluation materials, and affiliation agreements.
Coordinate department functions and relationships with other campus departments.
Provide general administrative assistance for the department to include the preparation of letters, memos, statements, narrative, and statistical reports.
Organize and maintain confidential files and records
Arrange and attend meetings and generate meeting minutes
Provides reception for the department. Answer/screen telephone calls and greet guests
Assist with on-boarding of new faculty and staff
Schedule appointments for faculty
Assist with the completion of expense reports
Enter purchase orders and requisitions and follow up on requisitions
Send and receive materials to and from the Copy Center
Sort and distribute departmental mail
Maintain office supplies and requisition, as needed
Other duties as assigned
This position has no supervisory duties.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.
Education and/or Experience
High school diploma or GED and 5-7 years of administrative support experience required. This position requires flexibility and the ability to multi-task, prioritize demands from multiple sources, follow through with assigned tasks in an independent manner, and maintain a collegial demeanor at all times.
Accuracy and attention to detail are priorities. Must have experience answering multiple phone lines, able to handle multiple tasks and have excellent interpersonal skills to deal effectively with the public, faculty, staff and students.
Computer proficiency in MS Office (Word, Excel, Outlook, and PowerPoint). Knowledge of Canvas, Survey Monkey and/or Redcap desirable.
Intermediate skills: Ability to read and comprehend instructions, short correspondence, and memos. Ability to write and edit correspondence. Ability to effectively present information and respond to questions from faculty, staff, students, and the general public.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).
Internal Number: ADMIN01988
About Midwestern University
Midwestern University's historical and sustaining philosophy dedicates the institution and its resources to the highest standards of academic excellence to meet the educational needs of the healthcare community.