Department Coordinator
About The Position
The Department of Physics and Astronomy seeks a Department Coordinator to provide administrative and operational support to the Department of Physics and Astronomy. In this role, the Department Coordinator will assist the department with various functions while collaborating closely with the Senior Department Administrator to advance the department’s strategic and operational goals. The ideal candidate functions well in a high‑workload environment that requires prioritization and the ability to meet deadlines. They take initiative, exercise independent judgment, and are proactive, detail‑oriented, and effective communicators both orally and in writing. They have experience with financial processing (such as reimbursements and purchasing) and compliance knowledge, demonstrating sound judgment in resource management. The candidate collaborates effectively with faculty, staff, students, and visitors. They are diligent about maintaining records, coordinating logistics, and supporting program operations, bringing a collaborative approach and steady presence to their work.
Requirements
- Bachelor’s degree In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year‑for‑year basis may be substituted
- 1+ years of related administrative experience In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year‑for‑year basis may be substituted
- Ability to learn new strategies
- Strong written and verbal communication skills
- Ability to work well under pressure and manage multiple projects simultaneously
- Good organizational and time‑management skills
- Strong customer service skills
- Proficiency with Enterprise Resource Planning (ERP) systems and financial management software (e.g., Oracle, SAP, or similar), or a demonstrated ability to quickly master complex institutional databases and financial platforms
- Intermediate knowledge of word processing, spreadsheet, email, and database software programs
- Ability to work independently and as part of a team to meet expected deadlines and schedules
- Attention to detail
- Ability to develop program partnerships and funding sources
- Basic knowledge of managing budgets and developing financial plans
Responsibilities
- Administer the daily operations and logistics for departmental events, including seminars, colloquia, guest lectures, and social gatherings (e.g., picnics, ice cream socials)
- Coordinate guest speaker itineraries, including travel arrangements and transportation; process guest speaker and visitor reimbursements
- Implement outreach and communications, including creating promotional flyers and managing weekly event emails, to ensure high visibility for departmental programs
- Manage on‑site event logistics, including room setup/takedown, catering orders, parking vouchers, and equipment needs
- Provide administrative support to faculty, staff, and students, managing essential logistics and financial records to ensure smooth day‑to‑day departmental and program operations
- Assist faculty with academic logistics, including coordinating exam/homework drop‑off and pickup, and assist with grade‑related tasks as needed
- Manage departmental scheduling, oversee the University calendar, and maintain the conference room reservation system
- Oversee mail distribution and workroom operations for assigned locations (Herman Brown Hall and Brockman Hall)
- Monitor and execute departmental purchasing for office inventory, supplies, and event catering while ensuring adherence to budget guidelines
- Manage departmental credit cards for event‑related expenses and handle vendor payments for essential services (e.g., water, shredding, copier maintenance)
- Serve as the primary point of contact for building maintenance requests to ensure a functional work environment
- Oversee and mentor undergraduate student workers, including hiring, training, and managing work schedules to ensure front‑desk coverage and operational support
- Perform all other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
