Job Description

University of Utah Job Description

Job Summary

Oversees and coordinates a variety of departmental academic and student programs, which may include budgeting and/or complex program or record keeping responsibilities under the direction of a department chair, or administrator.

Qualifications

Four years of administrative and/or secretarial experience, preferably in an academic setting, or equivalency (one year of education can be substituted for two years of related work experience); the ability to work independently and pay close attention to detail; demonstrated human relations, communication and organizational skills; and a commitment to provide excellent customer service required.

Accounting, bookkeeping, word processing and typing skills may also be required by some departments.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Essential Functions

1. Initiates and follows through on the entire process associated with specific academic and student programs.
2. Completes curriculum vitae by handling extensive correspondence, accumulating information for ad hoc committee meetings, and forwarding completed files by designated deadlines.
3. Conveys course information to students; assists students selecting appropriate classes; may review student records for graduation requirement approval.
4. Sends out, retrieves and compiles evaluations on students and faculty members, both monthly and annually.
5. Processes resident and student applications including communication, setting up interviews, arranging faculty contacts, managing all incoming supporting documents, and interfacing with the National Residency Matching Program.
6. Makes up schedules for conferences, exams, classes, group assignments, faculty and departmental meetings, etc.
7. Prepares records and maintains files on all activities relating to student and academic programs; provides faculty folders with appropriate letters, minutes and forms as needed.
8. Acts as liaison with faculty, administrators, students and National organizations and committees on procedural matters relating to these programs, and resolves problems within the realm of applied authority.
9. Makes arrangements for hotels, meeting space, reservations, honorariums, advertisements, and prepares schedules for visiting professors and other dignitaries.
10. Records and monitors all expenditures, reconciles account/s, estimates future needs requirements for departmental budget; issues instructor contracts to maintain an accurate budget profile and ensure appropriate reimbursement for salaries.
11. Performs clerical support, as needed, including scheduling appointments, participating in faculty and departmental meetings, transcribing minutes, responding to phone calls, and typing correspondence, lectures and manuscripts.
12. Distributes rolls, distributes and collects grade sheets and instructor evaluations, coordinates with departments pertaining to off-site registration, etc.
13. Plans social events, distributes itineraries and coordinates catered events.

Problem Solving

The incumbent works independently in the initiation and follow-through of departmental programs. However, coordination is required with Chairs, faculty members, and other contacts on a regular basis. She/he is usually given latitude in ordering needed supplies, some computer soft/hard ware, and in giving work assignments to supporting clerical staff.

Problems faced by this incumbent include balancing all of the details and tasks associated with coordinating complex programs. This involves ensuring fiscal and academic records are accurate and meet university and federal regulations. The incumbent must meet crucial deadlines for national organizations. Makes arrangements and schedules meetings and appointments that require participants from many locations. Must follow-through on delegated tasks and ensuring proper documentation for committees and boards. The incumbent also provides a smooth interviewing process for students and interfaces tactfully with faculty, students and others in resolving problems.

The incumbent will generally have complex record keeping responsibilities, may reconcile a budget, the value of which will vary from department to department. This position generally works independently although he/she may direct the work activities of one, or more part-time assistant(s).

Comments

Academic Coordinators in the School of Medicine may have assignments e.g. contact other area hospitals to coordinate residency rotations, residency and recruitment procedures, etc. rather than fiscal responsibilities.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.