Delaware Valley University
Administrative Coordinator, AES
Delaware Valley University, Doylestown, Pennsylvania, United States, 18903
The Administrative Coordinator for The School of Agriculture and Environmental Science provides administrative and clerical support to the Department Chairs and faculty for the following Academic Departments: Animal Science, Animal Biotechnology and Conservation, Plant Science, and Landscape Architecture as well as general support to the Dean of AES. This position also works closely with the Registrar and has regular interaction with students. The role may often support other offices within the Division of Academic Affairs and Student Life. The Administrative Coordinator will frequently serve as the initial point of contact with constituents such as external employers, students, faculty and staff.
Essential
Duties and
Responsibilities:
Answers and transfers phone calls, monitors voicemail systems and distributes mail.Creates, revises and formats office communication such as letters, newsletters and electronic communications.Coordinates and maintains effective physical and electronic record keeping systems that are in harmony with existing university-wide systems.Assists in any procurement process for office and classroom supplies, membership dues, honoraria, catering, travel and other department expenses.Reconciles P-Card statements for the departments.Prepares invoices and check requests and tracks expenses.Schedules meetings, including room and transportation reservations where applicable.Where applicable, assists in the supervision of student workers who help with administrative support functions, providing them with an appropriate training, monitoring their work, and evaluating their job performance as appropriate.Serves as liaison to the registrar's office and facilitates faculty access to Ellucian reports and student information. Maintains student and course records within Ellucian system. Accesses and creates current and prospective student demographic reports via the Informer Web Reporting. Under the guidance of the Registrar's office, overrides registration of transfer and other students in closed course sections.Assigns Professors to courses in the Ellucian system and coordinates course substitution paperwork between students, faculty, and the Registrar's office. Collects and maintains records for outcomes assessment and creates report for staff.Assists Department Chairs with the Proposed Teaching Assignments (PTAs)Provides data and summary reports including degree evaluations, section rosters, transcripts, budgets, student lists, etc. upon requestOrders books, supplemental materials and supplies, ensures the faculty have the most up to date information regarding textbook information and publisher representativesCoordinates timely textbook requisition efforts with the campus bookstore staff.Assists with administrative support for new faculty searches.Assists the departments and dean's office with creating and maintaining all related Articulation agreements.Alerts students and Career Services of scholarship and outside employment/internship opportunities submitted by Alumni.Assists department chairs and faculty with special projects, events, and various in-house and outside functions for departments.Works collaboratively with other administrative coordinators and the Provost Office to support University events (i.e. Graduation).Calendar Scheduling for Dean of AES.Supports Farm Show and Flower Show operations.Other duties and responsibilities as assigned.Required
Knowledge, Skills and
Abilities:
High proficiency in using computer software including the MS Office Suite: Word, Excel, Outlook, PowerPoint, Project and desktop publishingExcellent written and oral communication skillsExcellent organization and time management skills with the capability to perform multiple tasks simultaneouslyOutstanding customer service and follow through skills with a track record of producing a highly accurate workAbility to maintain confidentiality when handling documents and informationHigh level of motivation and ability to work with a minimum supervisionAbility to supervise and train othersExcellent telephone, communication and people skillsExcellent organizational skills with strong attention to detailAbility to be flexible and ability to handle changing tasks as neededAbility to communicate in a professional manner with internal and external constituentsAbility to manage multiple projects concurrentlyExpertise with various computer software systems and programs sufficient to produce documents that are accurate and attractiveExpertise in spelling, grammar, and pronunciation sufficient to draft, edit and proofreadThorough understanding of general office procedures and expectations in order to ensure a smooth operation of the departmentsEducation
and
Experience:
High school diploma3 to 5 years' experience in a fast place academic office atmosphere is requiredOffice management experience is preferredPhysical
Requirements and Working
Conditions:
Prolonged periods of sitting at a desk and working on a computer.Occasionally lifting 25 lbs. or lessTypically standing or walking
About the University
Founded in 1896, DelVal is an academically rigorous interdisciplinary university dedicated to the sciences and liberal arts. Today, its more than 1,000 acres of land is a testament to the University's mission to provide a functional, hands-on learning environment for students, serving as an outdoor classroom for several fields of study. DelVal offers students a wide array of undergraduate, graduate and continuing education degree programs and is one of the few higher education institutions that requires an experiential learning component that is award-winning. DelVal has received numerous accolades including being named to Princeton Review's 2022 "Best in the Northeast" and U.S. News & World Report's 2022 "Best Regional Universities-North" lists. Nestled in Bucks County, PA, known for its picturesque landscapes, DelVal is only 30 miles north of Philadelphia, and is easily accessible by regional rail located on campus.
Delaware Valley University is an equal opportunity employer and is committed to a diverse workforce.
Essential
Duties and
Responsibilities:
Answers and transfers phone calls, monitors voicemail systems and distributes mail.Creates, revises and formats office communication such as letters, newsletters and electronic communications.Coordinates and maintains effective physical and electronic record keeping systems that are in harmony with existing university-wide systems.Assists in any procurement process for office and classroom supplies, membership dues, honoraria, catering, travel and other department expenses.Reconciles P-Card statements for the departments.Prepares invoices and check requests and tracks expenses.Schedules meetings, including room and transportation reservations where applicable.Where applicable, assists in the supervision of student workers who help with administrative support functions, providing them with an appropriate training, monitoring their work, and evaluating their job performance as appropriate.Serves as liaison to the registrar's office and facilitates faculty access to Ellucian reports and student information. Maintains student and course records within Ellucian system. Accesses and creates current and prospective student demographic reports via the Informer Web Reporting. Under the guidance of the Registrar's office, overrides registration of transfer and other students in closed course sections.Assigns Professors to courses in the Ellucian system and coordinates course substitution paperwork between students, faculty, and the Registrar's office. Collects and maintains records for outcomes assessment and creates report for staff.Assists Department Chairs with the Proposed Teaching Assignments (PTAs)Provides data and summary reports including degree evaluations, section rosters, transcripts, budgets, student lists, etc. upon requestOrders books, supplemental materials and supplies, ensures the faculty have the most up to date information regarding textbook information and publisher representativesCoordinates timely textbook requisition efforts with the campus bookstore staff.Assists with administrative support for new faculty searches.Assists the departments and dean's office with creating and maintaining all related Articulation agreements.Alerts students and Career Services of scholarship and outside employment/internship opportunities submitted by Alumni.Assists department chairs and faculty with special projects, events, and various in-house and outside functions for departments.Works collaboratively with other administrative coordinators and the Provost Office to support University events (i.e. Graduation).Calendar Scheduling for Dean of AES.Supports Farm Show and Flower Show operations.Other duties and responsibilities as assigned.Required
Knowledge, Skills and
Abilities:
High proficiency in using computer software including the MS Office Suite: Word, Excel, Outlook, PowerPoint, Project and desktop publishingExcellent written and oral communication skillsExcellent organization and time management skills with the capability to perform multiple tasks simultaneouslyOutstanding customer service and follow through skills with a track record of producing a highly accurate workAbility to maintain confidentiality when handling documents and informationHigh level of motivation and ability to work with a minimum supervisionAbility to supervise and train othersExcellent telephone, communication and people skillsExcellent organizational skills with strong attention to detailAbility to be flexible and ability to handle changing tasks as neededAbility to communicate in a professional manner with internal and external constituentsAbility to manage multiple projects concurrentlyExpertise with various computer software systems and programs sufficient to produce documents that are accurate and attractiveExpertise in spelling, grammar, and pronunciation sufficient to draft, edit and proofreadThorough understanding of general office procedures and expectations in order to ensure a smooth operation of the departmentsEducation
and
Experience:
High school diploma3 to 5 years' experience in a fast place academic office atmosphere is requiredOffice management experience is preferredPhysical
Requirements and Working
Conditions:
Prolonged periods of sitting at a desk and working on a computer.Occasionally lifting 25 lbs. or lessTypically standing or walking
About the University
Founded in 1896, DelVal is an academically rigorous interdisciplinary university dedicated to the sciences and liberal arts. Today, its more than 1,000 acres of land is a testament to the University's mission to provide a functional, hands-on learning environment for students, serving as an outdoor classroom for several fields of study. DelVal offers students a wide array of undergraduate, graduate and continuing education degree programs and is one of the few higher education institutions that requires an experiential learning component that is award-winning. DelVal has received numerous accolades including being named to Princeton Review's 2022 "Best in the Northeast" and U.S. News & World Report's 2022 "Best Regional Universities-North" lists. Nestled in Bucks County, PA, known for its picturesque landscapes, DelVal is only 30 miles north of Philadelphia, and is easily accessible by regional rail located on campus.
Delaware Valley University is an equal opportunity employer and is committed to a diverse workforce.