Administrative Coordinator

Position: Administrative Coordinator/ Assistant to the Director, School of Social Work

For the purposes of ACU's Background Check and Self-Reporting Policy, this position is classified as security sensitive.

Position Employee Classification: Nonexempt/Full time

The key principles of this job are to:

1. Support ACU's Mission: Educate students for Christian service and leadership throughout the world.
2. Support ACU's 21^st Century Vision: By 2020, ACU will become the premier university for the education of Christ-centered, global leaders.

Scope: With direct supervision by, and responsibility to, the Director of the School of Social Work and working with departmental faculty, carry out assigned School activities to ensure smooth, productive operation of the academic and administrative functions of the School of Social Work.

I.                   Basic Responsibilities

1. Maintain effective office operations and work flow.
2. Perform general secretarial and clerical duties.
3. Assist faculty and director in tasks related to performance of academic and      administrative duties.
4. Supervise and coordinate student staff activities.
5. Promote a positive image of the School through relationships with administrators, students, and all others who have contact with the School. 

II. Essential Duties include the following.  Other duties may be assigned.  Reasonable accommodations may be made to enable individuals to perform the essential functions.

A. Office operations and work flow

1. Maintain a school calendar of scheduled events and track work to be done; communicate and coordinate with faculty and staff as needed to meet deadlines.
2. Work with and/or through student staff, to maintain an accurate and timely system for mail, office traffic, and phone messages.
3. Purchase and keep office supplies and academic support materials stocked and available.

B. General secretarial and clerical duties

1. Prepare, edit and proofread correspondence and reports
2. Schedule individual faculty appointments as requested.
3. Maintain office files and student records.

C. Faculty and administrative assistance.

1. Schedule assigned classroom and other school space and equipment use.
2. Assist in the preparation of school schedule bulletin, academic catalog section, annual reporting and all other documents related to the administrative functioning of the school.
3. Manage the school budgets within the Banner finance system, including preparation of purchase requests and other budget-related functions, monthly tracking and reporting, and assisting in the preparation of the annual budget.
4. Arrange faculty and other school travel needs.
5. Assist with student registration and other student academic needs through Banner student systems.
6. Occasional evening or weekend work to assist with School functions such as annual Visiting Committee meeting and graduation functions for the BSSW and MSSW programs.

D. Student staff supervision

1. Supervise, train, and schedule student workers such that assigned tasks are completed effectively.
2. Arrange student assistance for individual faculty projects and needs as requested and as approved by the school director.

E. Departmental image

1. Maintain timely, positive and accurate communications to, from, and within the school by positive handling of personal, written and electronic communications channels.
2. Maintain current information files, bulletin boards and other means of providing student and visitor information.
3. Assure an office atmosphere that is open, comfortable and welcoming for faculty, staff and all others who have contact with the school.

III.  Professional Development Requirements:

A. Skills

1. PC and Mac computer operations, including proficiency with one operating system and familiarity with the other.
2. Use of software provided by the University for faculty, staff and student use.  This will include, but not be limited to, the component programs of Microsoft Office -- Word, Excel, and PowerPoint.  
3. ACU Banner Finance and Banner Student systems
4. Office equipment operation and maintenance procedures, including copier, fax, scanner, digital phone system, and audio-visual equipment.
5. Telephone communication techniques.
6. Business writing style for print and electronic media.
7. Use of tools and techniques for internet web site communication.

B. Training Modules Required

1. Banner Student and Finance
2. Microsoft Office and web-based communication (as needed)
3. PC and Mac computer operations (as needed)

IV. Qualifications:

A. Professional

1. Computer competency, with knowledge of, or ability to learn quickly, the current ACU computer technology and use of ACU-related software packages.
2. College level verbal and written communication skills.
3. Documented education and experience related to stated responsibilities and duties.

B. Personal

1. Interpersonal skills, including effective public presence, clear and productive communication, and ability to build effective working relationships.
2. Flexibility in work conduct, discretion and confidentiality in handling information related to the University, the School of Social Work and its faculty, staff, and students.
3. Personal time management that promotes multi-tasking and functioning productively under pressure in a busy office atmosphere.

V. Physical Demands

1. Ability and energy to physically negotiate the ACU campus and its buildings.
2. Sitting and computer posture for periods of up to 30 minutes at a time
3. Lifting/moving of office-related items for storage (up to 25 pounds.)
4. Physical capabilities to engage in all responsibilities and essential duties identified in this position description.

ACU is affiliated with the fellowship of the Church of Christ. This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU.

I understand that our mission at Abilene Christian University is to educate students for Christian service and leadership through the world.  Because of ACU's commitment to this principle and my commitment to God, people and learning, my actions will exemplify integrity, service, stewardship, involvement, and excellence.

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