JOB SUMMARY: This position is responsible for coordinating and/or performing a wide variety of administrative, secretarial and program support activities on behalf of the Department of Natural Sciences. 

MAJOR DUTIES: 

• Oversees purchasing/procurement/maintenance schedule of departmental supplies/equipment 
  • Purchases laboratory supplies and equipment for all Department of Natural Science labs; maintains oversight of purchase orders; works closely with vendors to track supplies and equipment; maintains purchase card requests.
  • Maintains office supply inventory; makes purchases as needed.
  • Coordinates the maintenance and repair of office and lab equipment.
• Coordinates Internal & External Communications 
  • Serves as a primary point of contact and liaison with other offices, vendors and external institutions on a range of specified issues; organizes and facilitates meetings, conferences and special events as required.
  • Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel.
  • Prepares memoranda, letters, emails and reports.
  • Assists in registering students.
  • Attends meetings and records minutes.
  • Sorts and distributes mail.
• Coordinates Departmental Data/Scheduling 
  • Enters courses in the Banner system; assigns classroom and laboratory space.
  • Gathers, enters and or/updates data to maintain departmental records and databases as appropriate; establishes and maintains files and records for the office.
  • Monitors accounting activities as appropriate (e.g., grant monies, lab fees, etc.)
  • Maintains department files and records.
  • Maintains the Chair’s and Assistant Chair’s calendars; schedules appointments.
  • Manages a variety of assigned budgets; maintains required records.
  • Assists faculty with travel requests.
  • Assigns advisors to students on all campuses.
  • May supervise student workers which may include recommendations for hiring, performance evaluation, training, work allocation and problem resolution.
• Performs related duties as assigned. 

KNOWLEDGE REQUIRED BY THE POSITION: 

• Database management skills.
• Strong interpersonal and communication skills and the ability to work effectively in a diverse community.
• Knowledge of modern office practices and procedures.
• Knowledge of university and school policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing and organizing work.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication. 

SUPERVISORY CONTROLS: The Academic Dean assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. 

GUIDELINES: Guidelines include college and school policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application. 

COMPLEXITY/SCOPE OF WORK: 

• The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide administrative coordination for school operations. Successful performance helps ensure the efficiency of those operations. 

CONTACTS:                                                                                             

• Contacts are typically with co-workers, other university employees, students, and members of the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services. 

PHYSICAL DEMANDS/ WORK ENVIRONMENT: 

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office. 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position supervises student workers. 

MINIMUM QUALIFICATIONS: 

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

• This position is non-exempt (biweekly paid).
• Pay grade 12. 

TO APPLY: Application materials should be emailed as a Microsoft Word or Adobe.pdf attachment to: recruitment@mga.edu with the subject line “10017892 Administrative Coordinator 6.2.2021”. Application materials are to include a resume, an MGA Staff application; a letter of interest which includes salary requirements; and three professional references. Paper application materials will not be accepted. 

Background checks will be conducted on all final candidates.