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7 Jan 2019

Academic Department Coordinator – Government

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Job Description

The Academic Department Coordinator provides effective administrative support for approximately 12 full-time faculty members, 2 to 4 adjunct faculty, visiting faculty, and 180 student Government majors as well as a growing number of public policy majors. The Academic Department Coordinator coordinates department activities and provides administrative support to the Department Chair and faculty members. Responsibilities include coordinating office work flow and projects; helping to plan and coordinate meetings, lectures, and other department events; accurately maintaining files and databases; monitoring budgets; responding to inquiries and providing assistance to faculty, students, and department visitors; supervising student employees; and preparing correspondence, reports, and other documents, as well as managing special events and activities. The Academic Department Coordinator facilitates activities and processes within and between departments and offices.

Primary responsibilities include:

  • Coordinating daily office work flow, prioritizing, organizing, and completing administrative tasks and projects.
  • Assisting faculty in preparing materials for senior, interim, and tenure reviews.
  • Assisting in compiling the fall, spring, and summer course schedule.
  • Providing administrative support and coordinating new faculty search processes: schedules interviews, preparing agendas, making necessary travel arrangements, greeting candidates, and maintaining the recruiting and student search committee databases.
  • Monitoring departmental budgets.
  • Selecting, hiring, training, and supervising student employees.
  • Maintaining confidential files and accurate faculty files and student records.
  • Managing office inventory and ordering supplies; processing purchase orders, vouchers, and P-card transactions.
  • Maintaining a calendar of department events and activities.
  • Proactively identifying necessary activities pertaining to upcoming events, and completing activities in a timely manner, such as scheduling rooms, preparing notices/invitations, ordering materials, etc.
  • Organizing special department events.
  • Assisting Department Chair with Catalog updates and other reports requested by the Registrar or the Office of the Provost, maintaining the department’s Course Projections spreadsheet, processes departmental student awards, senior exit interview data, etc.
  • Assisting faculty with management of various class materials.
  • Preparing mailings.
  • Arranging for AV equipment, College vans, food service, room reservations, and similar details for special events within the department.
  • Making reservations through EMS system for internal room requests, and Virtual-EMS for external reservations requested by faculty.
  • Utilizing Cognos to query current data on students, classes, professors and budget information.

Full-time members of the Franklin & Marshall College professional staff receive competitive starting pay and a comprehensive benefits package that includes health coverage, dental, vision, generous retirement savings plan contributions, education benefits for employees, spouses and dependent children, and enjoy access to all College facilities including dining venues to suit all tastes, recreation and fitness facilities, and libraries, plus access to College performances, lectures, and events.

This position is currently budgeted to work 1625 hours per year, with lighter hours over the summer months. Final determination of hours per year, which may be greater than 1625, and final work schedules, remain to be determined and will be discussed with candidates selected for interview.


A high school diploma or equivalent is required. At least three years of effective secretarial and administrative experience is required. Competency in the Microsoft Office suite of products required (pre-offer testing may be required).

Experience working simultaneously for several individuals is preferred, as are the following:

  • excellent organization and time management abilities
  • effective written and verbal communication skills
  • excellent customer service skills and telephone etiquette
  • the ability to handle confidential information in a professional manner
  • working knowledge of regulations pertaining to protecting the privacy of student records
  • attention to detail and a high degree of accuracy
  • the ability to function independently
  • reliability and flexibility in terms of approach to work and “customers”

The ability and willingness to provide excellent service and to work in a collegial manner with students, faculty and staff, and other constituencies is essential.

Offers of employment are contingent upon the successful completion of reference checks, a criminal background verification, and verification of credentials. The College will coordinate these verifications.

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