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The Program Coordinator will set the standard for professional operation of the Department of Earth and Atmospheric Sciences’ office. This includes a variety of tasks such as reception, office administration, supervision of work-study students, administrative support, and academic advising support.
Program coordinators perform a wide range of duties including the following:
• Answer general phone inquiries using a professional and courteous manner
• Reply to general information requests with accurate information
• Greet faculty, students, or visitors to the department in a professional and enthusiastic manner
20%-Office administration and supervision
• Use computer word processing, spreadsheet, and database software to prepare Departmental documents, communications, and mailings
• Respond to student requests via email
• Manage the EAS webpage
• Forward voice mail from the general mailbox to the appropriate contact
• Purchase, receive, and store the office supplies, ensuring that basic supplies are always available
• Adhere to FERPA regulations for the maintenance of confidentiality
• File forms according to the established procedures
• Update Departmental bulletin board space within the Science building
• Manage student work-study employees including interviewing and hiring; training, supervision, and mentoring
• Establish oversight of student employee work schedules
• Conduct student employee performance evaluations
• Process timesheets in accordance with HR policies
40%-Provide Administrative Support
• Provide high quality administrative and clerical support to the Department Chair
• Produce error-free memos, reports, flyers, and publication materials related to academic programs
• Prepare meeting agendas and supporting material for distribution, including meeting minutes
• Coordinate preparation of course schedules each semester by compiling faculty teaching requests
• Notify instructors of the final exam schedule
• Manage textbook orders with the bookstore
• Processing Affiliate Faculty contracts or letters of appointment in accordance with HR policies
• Acclimate new Affiliate Faculty to MSU Denver and EAS departmental policies, procedures, etc.
30%-Academic Advising Support
• Print advising reports for students
• Create advising program plans and related forms
• Provide advice to students about degree requirements when faculty advisors are unavailable
• Create calendars of faculty office hours.
Personal characteristics essential to the success of Program Coordinators include the following:
• Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of EAS.
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organized: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Focused on Advancement: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Problem Solver: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
In order to be considered as a qualified applicant, applicants must meet all required qualifications.
• Bachelor’s degree
• At least 1 year of experience working in an office setting
• Experience providing customer service
• Experience using computer programs for: word processing, database management, spreadsheets, email, and the Internet.
• Experience using office equipment, that includes: computer, voice messaging systems, Fax and photo copier
• Ability to communicate effectively
• Experience as an administrative assistant in a University setting
• Experience providing excellent customer service
• Purchasing experience
• Experience using Banner or similar database system
• Knowledge of EAS curriculum and programs
• Ability to work as part of a team and at times work independently with little supervision
• Experience providing supervision to student employees
• Must possess the ability to behave ethically and in compliance with university policies and procedures
• Experience organizing and coordinating schedules and projects.
• Time management skills that allow for working on multiple projects at once.
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
Official transcripts will be required of the candidate selected for hire.
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