Coordinator, Administrative Services

Coordinator, Administrative Services

The Coordinator, Administrative Services serves as a strategic partner to college administration, leading the planning and execution of complex departmental projects. This role provides autonomous administration of the School/College office, streamlining workflows and overseeing operations to ensure efficiency. The coordinator, administrative services manages critical academic systems and applies policy expertise to maintain compliance and data integrity. As a central point of contact for internal and external stakeholders, they provide high-level administrative leadership and proactive problem-solving to advance institutional goals.

Minimum Qualifications - Bachelor's degree and 1 years of full-time related work experience, OR an Associate's degree and three years of full-time related work experience, OR a high school diploma and five years of full-time work-related experience. Integrity and judgement necessary to maintain strict confidentiality at all times. Exceptional attention to detail and strong planning and organization skills. Excellent verbal/written communication skills. Proficient with a variety of software programs including MS Office, Excel, Word and PowerPoint. Ability to learn new productivity apps and programs associated with assessment, curriculum approvals, etc. Ability to handle multiple priorities and communicate changes/needs effectively. Minimum required computing skills include basic proficiency in Microsoft Excel or similar spreadsheet software (data entry, simple formulas, sorting and organizing information), Microsoft Word or similar word processing software (typing, formatting, and editing documents), and familiarity with email and calendar systems. Experience using Watermark or a similar system providing technical related support. The candidate should be comfortable navigating the internet, conducting basic online research, managing electronic files, and learning new software systems as needed.

Preferred Qualifications - Experience supporting an academic unit in a university setting. Ability to read, understand and accurately summarize complex documents.

Essential Functions and percent of time: Employment Administration & New Hire Onboarding (25%) Hiring Workflows: Lead the hiring process for adjunct faculty and student employees, ensuring all documentation is completed before instructional deadlines. Compliance: Interpret HR and University policies regarding workload restrictions and hiring eligibility; resolve compliance issues independently. Onboarding: Design and manage onboarding processes, ensuring new hires have appropriate system access and role-specific resources. Tracking: Proactively manage contract renewals and Graduate Faculty membership nominations.

Academic Systems & Curriculum Administration (20%) System Administration: Serve as the lead administrator for Watermark Faculty Success and Curriculog, managing configurations, workflows, and data validation to ensure alignment with accreditation and institutional policies. Data Integrity: Review and validate faculty workload, activity reporting, and curriculum proposals; resolve discrepancies and generate reports to support academic planning. Scheduling: Coordinate course schedule builds by analyzing enrollment trends and faculty load; resolve conflicts regarding modality, prerequisites, and resource constraints. Liaison: Act as the authoritative contact for curriculum processes, providing training to faculty and coordinating with the Registrar's Office.

Administrative Leadership & Office Management (20%) Strategic Support: Anticipate operational needs for the Chair; conduct research and prepare high-level briefings and presentations. Workflow Optimization: Evaluate and refine administrative processes to improve scalability and service delivery. Executive Coordination: Manage complex calendars, travel, and confidential correspondence; supervise student workers within the office. Liaison: Manage sensitive communications between the Chair's office and diverse stakeholders, maintaining strict confidentiality.

Event Management & External Relations (20%) Event Oversight: Plan and execute departmental events and special programs, managing logistics, vendor contracts, and budget parameters. Stakeholder Relations: Coordinate travel and itineraries for guest speakers and VIPs; support strategic collaborations with external partners (e.g., NextGen Mentorship). Student Support: Advise student organizations on event planning, budgeting, and policy compliance. Budget & Resource Management (15%) Financial Oversight: Coordinate the annual budget process using Cognos and Banner; monitor account activity, analyze variances, and recommend corrective actions. Procurement: Manage the procurement of supplies and services via Procard; ensure all expenditures comply with University policy and maintain auditable records. Strategic Reporting: Prepare financial forecasts and status reports to provide leadership with actionable insights for decision-making. Training: Serve as the primary liaison with Fiscal Business Operations, providing guidance to staff and faculty on financial systems and regulations.

Working Conditions - Regular office environment. To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.