Position and/or Unit Overview: The Administrative Coordinator for the Department of Animal Science is an integral part of the Administrative team located in Haecker Hall. Reporting to the Administrative Director, this position performs and independently completes projects utilizing broad experience, technical skills, and knowledge of college and department policies and practices. The Administrative Coordinator will perform and independently complete operational projects utilizing broad experience, technical skill and knowledge of organization policies and practices.
Department Office Management 50% Serve as first point of contact for the department. Compose and prepare correspondence, memos, and other documents. Perform general office duties including copying, fax, and mail distribution. Provide support for personnel projects and other complex processes. Coordinate guest and faculty travel arrangements and expense processes. Aid with department communications and advancement. Support preparation and submission of promotion and tenure documentation. Assist Administrative Director with staff and faculty onboarding. Develop processes, guidelines, or procedures for efficient office management. Research and resolve administrative problems.
Technology, Equipment, & Facilities 25% Coordinate access for department faculty, staff, students, and stakeholders. Conduct inventory and order supplies for administrative activities. Complete annual equipment inventory reports. Daily maintenance of shared department spaces. Facilitate purchasing and ordering for faculty activities. Respond to and initiate facilities maintenance and information technology support inquiries. Prepare Facility Use Agreements for animal facilities.
Scheduling & Meetings 10% Schedule and oversee the use of department conference rooms. Assist faculty and staff with meeting scheduling as assigned. Manage calendar of department head. Support departmental committees and faculty meetings.
Extension Program Support 15% Create and coordinate extension program communications, including promotional items, news releases, and websites. Create and maintain computer-based information for extension programming, including list-serves, budget sheets, and evaluations. Coordinate event logistics for extension programming, including hospitality, registration, materials, and continuing education.
Required Qualifications: High school Diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience. Computer experience required, including desktop publishing and web applications. Demonstrated experience of strong written and oral communication skills. Experience planning work goals, tasks, and resources required to complete administrative projects.
Preferred Qualifications: Experience managing schedules and using calendar software. Experience coordinating travel arrangements. Experience in a front-line customer service role. Experience in an academic department support role. Experience with content management systems (Drupal, Canvas, Salesforce, etc)
Internal Number: 332016
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