Academic Coordinator, Department of Sociology and Anthropology

Apply now Job no:502089
Work type:Nonexempt Staff Full-time
Location:Bethlehem
Categories:Administrative Services

Provides administrative support to the Department of Sociology and Anthropology. Responsible for analyzing, organizing and coordinating processes, procedures and workflow to ensure efficiency. Provides a wide variety of administrative, academic, and/or staff and student support services to the Department. Works under limited supervision with duties and tasks reflecting substantial variety and complexity. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community .

1. Academic coordination, documentation and communications
*Coordinates the preparation and production of complex documentation processes, such as course line schedules, graduate/undergraduate student forms, grant proposals and partnership agreements
*Prepares and controls records, statistics and reports regarding department operations; creates and generates specialized reports as specified such as tracking faculty actions, undergrad/grad student progress and major/minors, catalog updates, Course Inventory Management (CIM), etc.
*Works with faculty and the College to recruit graduate students, track and coordinate applications, work with financial aid packages, assist with student registration through graduation, if applicable
*Creates and updates work instructions, procedures and Departmental manuals
*Creates and/or Coordinates complex and/or high-profile mass mailings and emails
*Designs and creates graphs and charts for various projects; designs presentations using established content
*Creates flyers, newsletters, announcements and other communications
*May monitor and maintain social media: respond to routine or difficult questions, creating and posting content
*Updates and maintains websites; may be responsible for some web page creation

2. Customer service
*Responds to varied and often complex inquiries from students, faculty and staff requiring an in-depth understanding of University and Departmental programs, services, policies and procedures
*Takes ownership of inquiries by providing thorough explanations and instructions and/or by identifying the appropriate person to provide a solution
*Serves as a resource to others in the resolution of complex problems and difficult issues
*Assists graduate and undergraduate students/parents in scheduling appointments with faculty and/or understanding academic requirements, processes and procedures

3. Meeting and events coordination
*Schedules and coordinates diverse and complex appointments, visits and/or meetings
*Plans and coordinates high profile events, typically creating an event from scratch and coordinating multiple internal and external constituents
*Arrange conferences, lectures, receptions and other special events
*Plan and arrange logistics for faculty hiring searches, from advertising positions to setting up interviews to onboarding new hires
*Assist and advise planners of student programming events

4. Budgetary and financial
*Uses Lehigh’s financial systems and tools broadly to compute, classify, record, and verify data for departmental accounting records; resolves discrepancies
*Creates and submits hiring set-up and request forms/payroll forms/AP check requests/deposit transmittals/funding transfer forms/etc. for the Department of Sociology and Anthropology
*Tracks and maintains budget accounts, compiles budget information, analyzes/reconciles accounts, and prepares status reports
*Assists with budget forecasting, preparation and cost control activities
*Establishes Departmental protocols, working with the college, for filing and maintaining financial records and associated documentation
*Works within an established budget; may select vendors and utilize signature and purchasing authorization; responsible for staying within budget and following budgetary guidelines
*Reconciles and approves credit card purchasing and out-of-pocket reimbursements for faculty and students; solves discrepancies or flags non-standard purchases to card-holder’s attention

5. Equipment, facilities and technical support
*Order and maintain office supplies, books, computers and equipment; track and inventory equipment/assets
*Arrange for office equipment purchases/contracts/repairs/services
*Provide general technical support for the Department
*Coordinate the scheduling/reservation of Departmental conference rooms or other spaces
*Assist with building space issues of the Department, assigning space and space remodels/repairs/furniture

6. General office operations and guidance to office personnel
*Provide administrative support for general office operations such as receptionist tasks – meet, greet and assist visitors, take phone calls and messages, retrieve/send and organize mail, schedule meetings and update calendars
*Hire, supervise and check the work of student workers, wage employees and/or volunteers; coordinate the recruitment and selection of student workers or volunteers; track and approve student worker and wage timesheets
*Orient/train/mentor new staff members; offer recommendations/input for hiring and other employment decisions within the Department
*Onboard new instructional employees, prepare office space, ensure hiring forms are completed and submitted in a timely manner
*Trains others regarding Departmental policies and procedures, as well as basic University policies
*May be designated as a lead worker on special assignments and/or projects for the Departments

Grade: 8-37.5

Position Number:  S75960

Special Considerations

Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Kelly Woodbridge, Lehigh’s accommodations specialist in HR, at [email protected]

The duties of the position do not allow for a remote work option; the employee in this position will be required to work on campus where they can be fully accessible to the Lehigh community

This position works with minors

Qualifications

High school diploma or the equivalent combination of education and experience; Associates Degree preferred

Five to eight years related work experience

Excellent communication, interpersonal skills and a high level of customer service required

Positive attitude, detail oriented with multitasking and organizational ability

Experience managing schedules and coordinating events 

Excellent computer skills with experience using word processing, spreadsheet, database and presentation software

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

All Lehigh faculty and staff are required to be fully vaccinated and receive a booster shot six months after their second vaccine; unless they receive an approved medical or religious exemption from the requirement.

Only complete applications will be considered therefore please complete the application in its entirety.  Once the posting is removed from the website applications may no longer be allowed to be completed.

Advertised:March 10, 2023 Eastern Standard Time
Applications close:Open until filled