Department Coordinator

Grade: T24
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A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant’s education and experience, all relevant internal equity considerations, department budget, and funding source SUMMARY:

The College of Liberal Arts is home to 35 undergraduate majors, 39 minors, 20 certificate programs and 32 graduate degree programs. With its vibrant and diverse array of educational programs, the College of Liberal Arts plays a tremendous role in the university's academic success and its mission mirrors both the historical importance of the liberal arts in society and the principles on which Temple University was founded. The College strives to prepare students for citizenship and careers, to create the foundation for a lifetime of learning, and to teach students essential skills - reading critically, thinking carefully, communicating effectively, appreciating diversity, and tolerating ambiguity. A liberal arts education from Temple helps students realize their aspirations and prepares them to meet the ever-changing cultural, intellectual and economic demands of our society.

The Department Coordinator within the College of Liberal Arts works under the direction of the Department Chair and Manager of Administration of the Unit and is responsible for providing a high level of student and administrative support and service to faculty, students and staff in the Departments assigned. This support includes department operations, administration, event support, student services, non-credit course administration, hiring, purchasing, and assisting with the non-credit budget.

The Department Coordinator will also be responsible for other administrative duties such as coordinating event logistics, promoting events and news on social media, arrangement of detailed travel and logistics, correspondence, scheduling meetings, preparing and reviewing university forms and specialized reports; processing student payroll and directing the work of student workers; and monitoring workflow within the department. The Department Coordinator will liaison with other CLA and TU centers and programs [PhD, MA, Undergraduate, Development, Marketing and Communications, etc.]. This position works closely with the Chair, the Manager of Administration, and the Director of Academic Administration on Banner course scheduling, course evaluations, student inquiries, and making arrangements for any changes. Performs other duties as assigned.

ESSENTIAL FUNCTIONS OF POSITION:

ADMIN SUPPORT - Provide administrative support to the Department Chair, faculty, staff and students. Serve as concierge/front line of department:

• Answer department main phone line, greet guests.

• Assist faculty with questions/concerns. Make appropriate referrals as necessary.

• Assist parents/students with their inquiries. Make appropriate referrals as necessary.

• Develop in-depth knowledge of all department programs and activities, including academics, non-credit, projects, education abroad opportunities, scholarship opportunities, student services, and professional events.

• Learn and understand all University and College policies and be able to research policies website to find answers to inquiries.

• Process supply orders, textbook orders, facilities requisitions, software orders, computer orders for faculty. Provide faculty with order status.

• Oversight of facilities management workorders within TUmarketplace to include: ordering equipment or service, attending to the needs of faculty, handling room reservations, processing paperwork for routine building and equipment cleaning and repairs, and reconciling the correct charges with the Manager of Administration.

• Support faculty with submission of book orders for classes/programs to TUbookstore, maintain desk copy inventory.

• Assist Chair with course scheduling and instructional hiring.

• Direct students to the correct University or College personnel for assistance when needed.

• Assist with registering undergraduate students as needed.

• Assist with Graduate Affairs tasks as assigned.

Other Duties and Responsibilities

OTHER ADMIN SUPPORT - Maintain accurate and secure department files for all correspondence and financial documentation - university forms, teaching evaluations, events, contact hours, office hours, and syllabi for Dean’s Office reporting.

• Act as back-up for team members during absence.

• On-board and assist adjuncts and other new department faculty.

• Process student hiring requisitions and send offers via Taleo Hiring Manager system, maintain student employee timekeeping in Kronos according to TU policies and procedures.

• Responsible for collecting syllabi on a semesterly basis to upload to One Drive.

• Assists with directing students to the proper language placement advisor in accordance with the VPUS Foreign Language Requirement Waiver/Assessment Process.

• Responsible for liaising with other department coordinators (e.g. History, Religion, GUS, IH) to determine which crosslist codes to enter in class schedules.

• Manages departmental email accounts and forwards student inquiries to the appropriate faculty.

• Manages departmental social media accounts.

BUDGET - Enter and track expenses in Excel; perform reconciliations with actual expenditures for the Manager of Administration’s review and approval with the appropriate FOAPAL.

• Monitor & Track Departmental Expenses as assigned.

• Process forms and provide update on all facilities requisitions, software, supply, computer and other orders.

Provide administrative support for all department initiatives and events, including those under programs and centers:

• Managing general correspondence of department: internal faculty and CLA emails; distribution of information; gathering availability to coordinate meetings.

• Maintain department calendar keeping current with departmental and College-related events and activities.

• Coordinate meeting/event arrangements: scheduling conference rooms, classrooms and event space; submitting catering and facilities orders; ordering posters; processing photocopy requisitions and completing other administrative event preparations. Provide updates and confirmations.

• Use an advanced level word processing, spreadsheet, database, and presentation software in preparing forms, reports and manuscripts for department faculty. Draft confidential correspondence and reports as needed.

• Prepare teaching and research materials, copy examinations.

• Ensure all faculty CVs and syllabi are current.

• Assist with compilation of Professor’s promotion and tenure materials, merit materials and other relevant documentation for submission to Dean’s Office as needed.

• Maintain currency of department stakeholder databases.

• Contribute to submission of content for department newsletter to alumni and stakeholders.

• Other duties as necessary.

EDUCATION & EXPERIENCE:

Bachelor's Degree and at least two years of directly related experience. An equivalent combination of education and experience may be considered.

Other Pertinent Data:

• Must be able to work independently, prioritize and organize work.

• Must have the ability to meet simultaneous deadlines, handle confidential materials, manage time effectively and use good judgment.

• Working knowledge of all applicable computer software, and management skills (including planning, negotiation, and communication skills).

This is a grant funded position This position requires a background check Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status
Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact

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