Administrative Coordinator III

Job Summary:
The Administrative Coordinator (AC) provides general administrative and operational support to the administrative grouping of Classics and Linguistics, and may assist or lead departmental projects and initiatives under the guidance of the Manager of Administration (MoA). The AC also provides administrative and project support to the Chairs. Strong in-person presence required.
The Administrative Coordinator supports the Department Chairs and MoA in implementing the strategic priorities of the department. Independently responsible for administrative coordination of an administrative grouping, anticipating and resolving problems independently. Has primary responsibility for office management, departmental projects, events, programs, or conferences. Under the guidance of the MoA, may independently lead projects and programs for the grouping.
Job-Specific Responsibilities:
Office Administration
Provide general administrative support to the grouping and faculty in the grouping.
Track and maintain departmental records.
Coordinate faculty leave request process on an annual basis.
Support departmental committees.
Assist in unit personnel management and on-boarding; may train, assign and direct work for support staff, students, LHTs, and temps. May serve as back-up time approver.
May provide support, as needed, for departmental activities, such as coordinating research appointments, hosting seminars/visitors, managing the course catalog, and directing faculty to appropriate central services, if applicable.
As needed, provide day-to-day support to the department such as ordering supplies, submitting expenses, submitting work orders for facility-related issues, and sorting mail.
Demonstrated discretion when handling confidential department matters.
May serve as a departmental liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, contact information, and other materials needed to support timely and accurate communications. Will help maintain internal and public events calendars and websites for departments in the administrative grouping.
May perform other related duties as assigned, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage if applicable.
Event and Program Support
May coordinate and support a variety of department-wide events and/or meetings, working with central services if applicable.
Under the general guidance of the MoA, serve as the lead administrator for grouping-level projects or program
Department Chair Support
Supports the Chair and/or other department leaders on department/program-wide initiatives by scheduling meetings or events, or helping with logistics.
Drafts and distributes internal and external reports/communications on behalf of the Chair, as needed (to internal and external constituents).
May coordinate and leads preparations for department faculty meetings, drafts meeting agendas and minutes.
May perform other related duties as assigned
Working Conditions:
This is a hybrid position with an expectation of working on campus three days per week. Exact schedule will be determined in conjunction with your manager and may adjust based on operational and/or business needs.
Basic Qualifications:
Minimum five years of administrative or customer support experience.
Additional Qualifications and Skills:
Strong organizational and time management skills.
Ability to manage multiple priorities with accuracy and attention to detail.
Professional written and verbal communication skills.
Discretion and sound judgment.
Ability to work independently and escalate issues appropriately.
Stakeholder coordination.
Familiarity with higher education, research administration, or academic operations preferred.
Event and meeting coordination experience.
Certificates and Licenses:
Will require completion of internal financial, procurement, or research compliance training.

Skills
Customer Support, Procurement, Office Administration

Employment type
Full-time

Work arrangement
Hybrid