Divisional Administrative Services Coordinator, Natural and Health Sciences

Requirements

• Experience supporting academic units, faculty, or shared govern

Benefits

Additional Information

The Divisional Administrative Services Coordinator provides high-level administrative, operational, and coordination support to the Associate Dean and Program Directors within one or more academic divisions at the University. The position supports efficient academic operations, timely compliance with institutional and accreditation requirements, and effective communication across faculty, staff, and administrative offices throughout the University. The role requires the ability to manage highly confidential academic, personnel, student, financial, and accreditation-related information with discretion, accuracy, and professionalism. Position Accountabilities Essential Duties and Responsibilities 1. Academic Quality Support Track the status of program assessment reports, program reviews, and curriculum proposals from draft through final submission and approval; participate in assessment data collection at the direction of the Program Directors. Maintain shared repositories of syllabi requirements, assessment plans, and related academic materials. Compile basic reports (e.g., enrollment, course rotations, course development cycles) using institutional data sources. Assist with the collection, organization, and maintenance of accreditation and assessment documentation, including evidence files and supporting materials. Assist in drafting, formatting, and editing accreditation-related narratives and reports as directed by the Associate Dean. 2. Faculty Support and Personnel Process Coordination Help coordinate hiring and orientation processes for adjunct faculty teaching on-campus. Maintain faculty workload records in coordination with Program Directors. Track and provide reminders to Program Directors regarding adjunct faculty reviews, peer observations, annual evaluations, and required personnel timelines. Help coordinate the schedule of annual on-ground classroom observations for full-time faculty. Serve as a point of contact for faculty regarding administrative processes and deadlines. 3. Student-Related Administrative Coordination Support student case tracking, documentation management, and deadline monitoring for grade appeals, readmission requests, etc. Help maintain current degree maps, advising materials, and course rotation plans to advising teams. Support recruitment and outreach logistics, including event scheduling, faculty participation tracking, and coordination with Enrollment and Student Services teams. 4. Course Scheduling, Staffing, and Instructional Operations Support Coordinate the review of course schedules, course rotations, and adjunct availability information from Program Directors. Follow up on syllabus submission and approval status each term. Assist Program Directors as they staff on-ground courses (e.g., contact adjunct faculty to determine availability). Maintain contact information for current adjunct faculty to facilitate regular communications between Program Directors and adjunct faculty. 5. Budget, Operations, and Division Administration Track divisional budget activity at a summary level. Prepare routine budget and expense reports for review by the Associate Dean. Process purchase requests, reimbursements, and contractual paperwork in accordance with institutional policies. Coordinate divisional meetings, including agendas, materials, minutes, and action-item follow-up. 6. Nursing Program Enrollment & Accreditation Help identify and organize faculty participation in recruitment activities, liaising with Enrollment and Student Services; coordinate admission/inquiry appointments with nursing faculty. Manage program application processes, including verification of program prerequisites, coordination of required admissions tests, background checks, drug screenings, and other field/clinical placement requirements; Support current and transfer students throughout the process through proactive communications. Work closely with the Registrar's Office and the Nursing Department Chair to review transcripts, maintaining up-to-date data on program admission. Provide routine administrative support to nursing program leadership. Serve as a direct point of contact with community partners and other external stakeholders. Position Requirements: Bachelor's degree. Minimum of five years of progressively responsible administrative experience, preferably in higher education or a complex organizational environment. Demonstrated ability to manage multiple priorities, deadlines, and confidential information. Demonstrated ability to manage confidential information with discretion and professionalism. Requires high levels of discretion, judgment, and attention to detail. Strong organizational, communication, and interpersonal skills, as this position is expected to be front-facing with students, faculty, and staff. Proficiency with standard office software, shared document systems, and data tracking tools.

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