Job Description

Duties
The COAS Support Services Coordinator is responsible for coordinating academic, administrative, safety, and event-related functions across multiple departments and divisions within the college, while also providing direct support to the College’s Assistant Dean and faculty.

ESSENTIAL FUNCTIONS:
Faculty, Staff, & Academic Division Support
Serve as the primary administrative support for all full-time and adjunct faculty across the College Provide direct support to the COAS Assistant Dean, including managing calendars, coordinating meetings, preparing agendas, and handling communications
Maintain curriculum records and assist with updates to plans of study, catalog entries, and syllabi collections
Compile semester course schedules for COAS based on submissions by Faculty Support Services Coordinators and coordinate with the Registrar’s Office to address initial room assignments and schedule changes
Collect, organize, and distribute faculty office hours in a matrix format for student reference and placement on the COAS website
Process forms including leave requests, course substitutions, grade changes, directed study approvals, and reimbursements using digital workflows (e.g., Box)
Maintain digital and physical records in accordance with institutional retention policies

Event Coordination, Recruiting, & Student-Facing Services
Coordinate logistics and provide administrative support for recruiting events, outreach activities, and academic ceremonies (e.g., Honors & Awards)
Support faculty and students with communication related to class changes, cancellations, or academic updates
Maintain a welcoming and professional office presence for all students, visitors, and faculty

Administrative Operations & Systems Coordination
Maintain the COAS data management systems, including tracking, compiling, and analyzing data to support strategic planning and reporting
Monitor inventory and coordinate ordering of office and instructional supplies for COAS faculty and staff
Manage purchase order requests, vendor communication, and travel reimbursements in compliance with university procedures
Oversee shared equipment (copiers, printers, scantrons) and coordinate technical support or supply orders as needed
Submit and track work orders using eSpace for facilities, maintenance, custodial, and IT requests
Assist with budget-related tracking, planning documentation, and preparation of internal or external reports
Schedule classrooms and meeting rooms using eSpace and Zoom
Provide minute-taking recording for meetings in person and virtual meetings as needed
Use Banner 9 and other institutional systems for academic and procurement processes

Lab Safety & Risk Management Support
Support the Assistant Dean and Health and Life Sciences Division Head with safety and risk management initiatives across all COAS academic labs
Assist in tracking and maintaining documentation for Chemical Hygiene Plans and other safety protocols relevant to Natural Science Wet Labs and other lab environments
Submit and track safety-related work orders, equipment maintenance requests, and procurement of safety supplies or services
Serve as an administrative liaison to university safety/risk management offices and ensure lab documentation aligns with compliance requirements

Cross-College Collaboration & Continuous Improvement
Collaborate with other COAS administrative staff to ensure seamless communication, mutual support, and operational continuity
Provide coverage and administrative support for other divisions within the college as requested by the Assistant Dean
Participate in regular COAS administrative support meetings, contributing to shared knowledge and consistent practices
Engage in cross-training, onboarding, and mentoring of new administrative team members
Continuously assess and recommend improvements to workflows, systems, and processes that enhance efficiency, service quality, and compliance
Demonstrate professionalism, flexibility, and responsiveness in a dynamic academic environment
Complete other duties as assigned
Qualifications
QUALIFICATIONS REQUIRED:
High school diploma or its equivalent required.
Ability to understand oral and written instructions required
Basic computer knowledge and experience required
Ability to organize and work independently required
Ability to communicate effectively and establish and maintain positive working relationships required

OTHER QUALIFICATIONS AND JOB REQUIREMENTS:
Preferred:
Bachelor’s degree with courses or experience in statistics, finance, information systems management, accounting, and/or math preferred
Experience in using Banner and Excel preferred
Experience with database software and Argos preferred

WORKING CONDITIONS:
Must be able to remain in a stationary position, such as standing and/or sitting, for up to 75% of the time
Occasionally tasked with duties that require low postures such as crouching, kneeling, and/or stooping
Must be able to occasionally adjust or move objects up to 20 pounds in all directions.
Job frequently requires communication with others to exchange information
Frequently uses hands/fingers to operate a computer and other office productivity machinery, such as copier, printer, etc.
Frequently uses near vision for the use of computers and reading small print