Department Services Coordinator

Job Summary:
The Department Services Coordinator provides administrative and operational support for faculty hiring, appointment, onboarding, and review processes within the Faculty of Arts and Sciences (FAS). This position coordinates documentation, communications, and transactional activities that support the faculty lifecycle, working closely with academic departments, faculty members, and central administrative offices to ensure timely and accurate processing of faculty personnel actions.
Supporting all FAS departments with primary responsibility for an assigned academic division, the Department Services Coordinator plays an essential role in maintaining operational efficiency and delivering high-quality customer service. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple concurrent priorities while handling sensitive and confidential information.
Job-Specific Responsibilities:
Manage organizational systems that include tracking work in progress and filing
Gather and compile feedback from advisees in support of faculty review and evaluation processes.
Process sabbatical leaves.
Initiate visa processing for new faculty appointments, preparing and submitting required information to the appropriate offices.
Communicate with new faculty to initiate the I-9 employment verification process and provide guidance on required documentation.
Enter, monitor, and process appointment transactions within the Aurora system.
Review payroll registers and process educational loans and unemployment claims.
Testing systems.
Other duties as assigned.
Working Conditions:
This position operates in a professional office environment and requires extensive computer use, frequent coordination across multiple offices, and management of multiple deadlines. The role involves handling confidential personnel information and maintaining a high degree of accuracy while supporting a high-volume administrative operation.
Basic Qualifications:
Minimum of three (3) years of administrative or related professional experience.
Additional Qualifications and Skills:
Bachelor's degree or an equivalent combination of education and relevant experience.
Experience working in a complex administrative environment, preferably within higher education.
Strong organizational skills with the ability to manage multiple processes, priorities, and deadlines simultaneously.
Exceptional attention to detail and accuracy in compiling, reviewing, and maintaining documentation.
Excellent written and verbal communication skills.
Ability to work independently while collaborating effectively across multiple departments and administrative offices.
Demonstrated ability to work effectively in a fast-paced, high-volume, deadline-oriented environment.
Sound judgment and discretion in handling confidential and sensitive information.
Strong customer service orientation and interpersonal skills.
Proficiency with Microsoft Office applications and the ability to quickly learn enterprise systems, including Aurora and other University administrative applications.

Employment type
Full-time

Work arrangement
Hybrid