JOB DESCRIPTION (June 2007)

Administrative Coordinator -- Cheryl Williams

Summary

Manages Department of Mathematics office operations and administrative activities in Milner Hall. Responsible for the hiring, training, supervision, and evaluation of office staff and student workers.

Duties

Manage office operations and administrative activities in Milner Hall for approximately seventy faculty, ten staff, and seventy-five graduate students. Includes planning, organizing, and overseeing a variety of departmental activities. Responsibilities include, but are not limited to, the coordination and department key control and security, the coordination and oversight of office assignments, and the backup in coordinating services with Blocker administrative offices, such as the daily mail pick-up and delivery, daily courier services; ordering and maintaining inventory of office, computing and teaching supplies, duplicating and faxing services; library pull/copy and retrieval services, and make-up examinations.

Serves as Milner Hall office manager. Responsible for the hiring, training, supervision, and evaluation of office staff (Two Editorial Assistants, and a Senior Office Associate) and student workers. Serves as a department resource on a variety of topics which involves general trouble shooting and problem solving techniques.

Responsible for the coordination and administration of the faculty promotion and tenure process. The Department of Mathematics has approximately seventy tenured/tenure track faculty. On average there are three candidates who are put forward for promotion and/or tenure each academic year.

Serves as the department coordinator for all human resource matters. Responsible for new employee processing of faculty, staff, and graduate students. Serves as a back-up for processing new student wage workers. Prepares EPAs, monthly payroll, requests for cash advances and any payroll supplements or corrections. Assists department employees with questions and inquiries relating to human resource administration, such as, benefits, retirement, immigration concerns, worker's comp, and training and development.

Coordinates and oversees all aspects of department faculty hiring. Approximately seven hundred applications for faculty positions are received in the Department each academic year. The Administrative Coordinator works closely with the Executive Committee in the tracking of applications and recommendation letters, developing a short list of candidates, communicating with potential candidates (electronically and by phone) and coordinating approximately fifteen prospective employee visits to TAMU. Faculty hiring involves extensive computing resources and utilizes the Mathematics web pages. The application packages of all short list candidates are electronically scanned so that faculty can review and evaluate these candidates from the comfort of their offices.

Oversees departmental arrangements for approximately 150 visiting faculty, speakers, and researchers each academic year which includes but is not limited to office and key assignments, computer access, scheduling rooms, and arranging refreshments for seminars. Department visits range in length from one day to an entire semester and support the research activities of the department.

Serves as ES Liaison Coordinator, LeaveTraq Administrator, Departmental Parking Representative, Records Coordinator, and Milner Hall Building Proctor. Milner Hall is the second oldest building on campus. Upgrades to the building and routine maintenance issues are continuous and ongoing.

Assists department awards committee with the preparation and packaging of university, college and departmental award nominations.

Supervision

Received:

Department Head and Academic Business Administrator

Given:

Direct supervision of two Editorial Assistants, a Senior Office Associate, and student workers.

Education

Bachelor's degree or equivalent combination of training and experience.

Experience

Three years progressive, responsible office work experience, previous supervisory experience. Advanced computing knowledge with the ability to design, create and utilize complicated spreadsheets and databases. Proficient in the use of word processing and electronic communications.

Must effectively communicate in a highly professional manner with faculty, university administrators, researchers, staff, students, and the many callers and visitors from outside the TAMU community. Must be highly dependable with the ability to foresee potential situations and provide necessary initiative and follow through to assure that problems are handled in an efficient and expedient manner.