Academic Administrative Coordinator – The College of Wooster
The College of Wooster, Wooster, OH, United States
SUMMARY
The Academic Administrative Coordinator performs complex administrative and operational duties requiring independent judgment, strong organizational skills, and a high level of professionalism. Responsibilities include managing departmental budgets and purchasing, coordinating events and faculty searches, maintaining departmental websites and communications, processing contracts, handling confidential information, and supporting faculty, students, and visitors. The coordinator also serves as a building‑level liaison across multiple campus offices to support the smooth operation of academic programs and facilities.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administrative & Office Support
Greet visitors, answer inquiries, and direct individuals to appropriate staff.
Handle confidential and non‑routine information with discretion.
Perform general office duties including ordering supplies, mail processing, copying, scanning, filing, and maintaining electronic and paper records.
Prepare reports, memos, contracts, letters, and other documents using word processing, spreadsheet, and database software.
Scheduling & Event Coordination
Schedule meetings, travel, speaker events, and academic activities.
Organize faculty searches, curricular reviews, special events, and guest speaker visits.
Coordinate building and classroom scheduling, ensuring appropriate setup and space allocation.
Budget, Purchasing & Contracts
Assist department chairs with annual budget planning and forecasting.
Assist faculty, staff, and students with monitoring account usage.
Monitor monthly expenditures, reconcile accounts, and process financial transactions.
Initiate, track, and receive purchase orders, requisitions, and vendor contracts using Colleague.
Ensure all purchases comply with College policies and required approvals.
Communication & Web Management
Create, update, and maintain departmental web pages and faculty bios.
Manage departmental listservs, public announcements, promotional materials, and bulletin boards.
Prepare newsletters and reports.
Data, Records & Compliance
Manage data for majors/minors, alumni, equipment inventories, and departmental databases.
Compile and maintain accreditation materials and required reports.
Maintain departmental and building signage, directories, and documentation.
Building Operations
Serve as primary contact for facilities issues, submitting and tracking work orders.
Manage building access, key distribution, deposits, and returns.
Oversee photocopier maintenance, supplies, and service requests.
Project Coordination
Work independently on special and ongoing projects assigned by department chairs.
Plan presentations, coordinate major mailings, and support departmental initiatives.
Supervisory Responsibilities
Hire, train, supervise, and evaluate student workers and/or staff.
Approve hours and ensure compliance with college policies.
Other duties as assigned.
Job Requirements
Education & Experience
Certification in office administration, or equivalent combination of education and 2‑5 years related experience.
Higher education experience preferred.
Skills
Strong communication (written and verbal) and customer service skills. Excellent time management, organization, and multitasking abilities.
High attention to detail and accuracy in all work.
Knowledge
Proficiency in Microsoft Office, databases, website CMS tools, and Colleague.
Abilities
Ability to work independently with minimal supervision in a fast‑paced environment.
Additional Information
The College of Wooster does not discriminate on the basis of race, color, sex/gender, gender identity, gender expression, medical condition, political affiliation, religion, creed, ethnicity, national origin (including ancestry), citizenship status, disability, age, marital status, family responsibilities, sexual orientation, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by institutional policy, or by state, local, or federal law. All offers of employment are subject to verification of the legal right to work in the United States as required by federal law. For more information see our nondiscrimination policy.
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The Academic Administrative Coordinator performs complex administrative and operational duties requiring independent judgment, strong organizational skills, and a high level of professionalism. Responsibilities include managing departmental budgets and purchasing, coordinating events and faculty searches, maintaining departmental websites and communications, processing contracts, handling confidential information, and supporting faculty, students, and visitors. The coordinator also serves as a building‑level liaison across multiple campus offices to support the smooth operation of academic programs and facilities.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administrative & Office Support
Greet visitors, answer inquiries, and direct individuals to appropriate staff.
Handle confidential and non‑routine information with discretion.
Perform general office duties including ordering supplies, mail processing, copying, scanning, filing, and maintaining electronic and paper records.
Prepare reports, memos, contracts, letters, and other documents using word processing, spreadsheet, and database software.
Scheduling & Event Coordination
Schedule meetings, travel, speaker events, and academic activities.
Organize faculty searches, curricular reviews, special events, and guest speaker visits.
Coordinate building and classroom scheduling, ensuring appropriate setup and space allocation.
Budget, Purchasing & Contracts
Assist department chairs with annual budget planning and forecasting.
Assist faculty, staff, and students with monitoring account usage.
Monitor monthly expenditures, reconcile accounts, and process financial transactions.
Initiate, track, and receive purchase orders, requisitions, and vendor contracts using Colleague.
Ensure all purchases comply with College policies and required approvals.
Communication & Web Management
Create, update, and maintain departmental web pages and faculty bios.
Manage departmental listservs, public announcements, promotional materials, and bulletin boards.
Prepare newsletters and reports.
Data, Records & Compliance
Manage data for majors/minors, alumni, equipment inventories, and departmental databases.
Compile and maintain accreditation materials and required reports.
Maintain departmental and building signage, directories, and documentation.
Building Operations
Serve as primary contact for facilities issues, submitting and tracking work orders.
Manage building access, key distribution, deposits, and returns.
Oversee photocopier maintenance, supplies, and service requests.
Project Coordination
Work independently on special and ongoing projects assigned by department chairs.
Plan presentations, coordinate major mailings, and support departmental initiatives.
Supervisory Responsibilities
Hire, train, supervise, and evaluate student workers and/or staff.
Approve hours and ensure compliance with college policies.
Other duties as assigned.
Job Requirements
Education & Experience
Certification in office administration, or equivalent combination of education and 2‑5 years related experience.
Higher education experience preferred.
Skills
Strong communication (written and verbal) and customer service skills. Excellent time management, organization, and multitasking abilities.
High attention to detail and accuracy in all work.
Knowledge
Proficiency in Microsoft Office, databases, website CMS tools, and Colleague.
Abilities
Ability to work independently with minimal supervision in a fast‑paced environment.
Additional Information
The College of Wooster does not discriminate on the basis of race, color, sex/gender, gender identity, gender expression, medical condition, political affiliation, religion, creed, ethnicity, national origin (including ancestry), citizenship status, disability, age, marital status, family responsibilities, sexual orientation, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by institutional policy, or by state, local, or federal law. All offers of employment are subject to verification of the legal right to work in the United States as required by federal law. For more information see our nondiscrimination policy.
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