Position Highlights
This position will initially support our Electrical and Microelectronic Engineering department but may be assigned to work in other academic departments in the College of Engineering as needed. This Senior Staff Specialist - Office Coordinator provides the primary administrative and financial accounting support to an academic department (or program) under the supervision of a department head or program director. The coordinator plays a key role in ensuring a welcoming environment that encourages the development of connections among students, staff, and faculty. The coordinator is expected to be both self-directed and collaborative; to interact in a professional and informed manner with individuals both inside and outside the university; and to exercise discretion and judgement in addressing sensitive or protected information pertaining to students, faculty and staff. The Office Coordinator serves as the primary liaison to the administrative and financial support staff in the dean’s office and to the college’s scheduling officer. Some of the general responsibilities of the Office Coordinator include managing day-to-day operations of the department office; monitoring and analyzing the department’s budget and financial accounts; facilitating recruiting, hiring and other human resource processes; providing academic program support (e.g., scheduling courses, updating department materials, collecting and analyzing assessment data, helping prepare accreditation reports); organizing and coordinating department events; hiring and supervising student workers; and other special projects requiring similar knowledge and skills.
EXPERIENCE
Minimum of 5 years of experience required.
SPECIALIZED SKILLS
Exceptional communications skills, both written and verbal
Microsoft Office Suite, Outlook, Excel, PowerPoint
Computer file organization
OPTIONAL: Indicate preferred education, experience or specialized skills:
Previous grant accounting experience
Workday experience
Essential Duties & Responsibilities
Addresses both routine and complex, unanticipated issues and inquiries, ensuring timely resolution while maintaining compliance with department and university policies and procedures. Collaborates with internal and external stakeholders on confidential matters
Acts as a resource for interpreting practices, processes, and policies, providing clear guidance to others. Represents the department and program in communications with personnel at various levels, managing and safeguarding sensitive and critical information. Advises stakeholders on departmental policies and procedures
Assists in the preparation and dissemination of information regarding degree programs, course requirements, curriculum updates, and marketing collateral
Manages instructional support tasks such as coordinating course syllabi, administering course evaluations and exams, and responding to student inquiries
Provides student services support, including processing tuition waivers, course permits, graduation checks, and tracking student progress
Supports the scheduling of courses and assists with academic coordination, ensuring smooth course offerings and scheduling logistics
Contributes to student recruitment efforts and accreditation activities such as data analysis, teaching assistant coordination, exam management, and helps coordinate any associated outreach events
Assists faculty with grant proposal preparation, tracks grant budgets, and provides guidance on financial processes while responding to inquiries and ensuring policy compliance
Other duties as assigned
Knowledge, Skills, & Abilities
Knowledge of office management, administrative procedures, and university operations to ensure effective workflow and coordination
Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
Knowledge of academic program structures, degree requirements, and course curricula to provide accurate…