The Administrative Coordinator serves as a vital member of the Office of Academic Advising, providing front-line support to students and ensuring smooth day-to-day operations. This position is responsible for managing office communications, coordinating departmental logistics, and supporting the implementation of advising systems and procedures. With a focus on creating a welcoming environment, the Administrative Coordinator also plays a key role in student outreach, event support, and first-level advising assistance. Additionally, the role collaborates to help train and supervise student workers to enhance overall service delivery.
Reports to: Associate Director of Academic Advising
Supervisory Responsibility: N/A
Indirect Supervisory Responsibility:
Academic Advising Graduate Assistants and Student Workers
ESSENTIAL DUTIES - May include, but is not limited to the following:
Student Support
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Serve as the frontline contact in the Academic Advising office for students, providing guidance on academic advising processes and directing them to appropriate resources and staff.
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Foster a welcoming and supportive environment by addressing general inquiries and assisting with basic academic concerns.
- Maintain up-to-date knowledge of institutional academic policies and procedures to provide accurate information and guidance.
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Assist with maintaining the Office of Academic Advising general email account and phone line by responding to first-level questions and routing complex inquiries to Advisors, Assistant Directors, or Director.
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Support the promotion of advising events and services through communication tools, signage, and student outreach.
Administrative & Operational Coordination
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Coordinate departmental scheduling and logistics for meetings, appointments, events, and room reservations.
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Aid with departmental requisitions and supply orders, maintaining inventory and tracking office needs.
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Maintain and securely archive confidential and sensitive documents in compliance with institutional policies.
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Support the collection of and prepare data for internal and external reporting purposes, including workload tracking, surveys, and advising performance metrics.
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Support the use and maintenance of advising systems and tools to ensure accurate student records and efficient operations.
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Assist with scheduling for departmental student workers.
Departmental Development & Collaboration
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Assist with identifying and implementing policy and procedure improvements to enhance departmental workflows and student services.
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Participate in regular department meetings to discuss challenges, share strategies, and contribute to continuous improvement.
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Support the onboarding process for new staff as requested.
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Jointly oversee training and supervision of departmental student workers, ensuring clarity of roles and expectations.
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Perform other duties as assigned by the Director or Assistant Directors of Academic Advising.
ADDITIONAL/NON-ESSENTIAL DUTIES
All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position. Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.
Lakeland Main Campus
EDUCATION
Required Education: Bachelor's degree from a regionally accredited institution.
Preferred Education: Bachelor's degree in Business Administration or Education from a regionally accredited institution.
LICENSES/CERTIFICATIONS
N/A
EXPERIENCE
Required: One year of cumulative administrative or related experience
Preferred: 2-3 years of administrative experience, preferably in a higher education setting
KNOWLEDGE, SKILLS, AND ABILITIES
Required:
- Ability to and work with students individually and exercise good judgment.
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Ability to communicate effectively both orally and in writing.
- Promote positive student, faculty and staff relations.
- Skilled with basic computer software programs including Microsoft Office Suite and Google Docs Editors Suite.
All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment.
All new hires and employees transferring into a new position will have a 90-day probationary period within which to learn the functions of the job and to be evaluated. Following the probationary period, the employee can transition to regular status, have the probationary period extended in order to receive more training, or employment can be terminated. Required compliance training is as follows:
- SEU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment.
- Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management.
- Work-related injuries must be immediately reported to Security and Human Resources. When life or limb are at risk, please dial 911. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources within 24 hours of the incident.
- Emergency Employees report for or must remain at work in emergency situations. Dismissal or closure announcements do not apply to this position, unless instructed otherwise by your direct supervisor or a member of the Leadership Team.
All full-time positions at SEU are deemed security-sensitive and require background checks. Employees required to drive their own personal vehicle, a rental car or an SEU vehicle in performance of their duties must pass an MVR records check and meet the requirements of the University’s insurance carrier in order to meet the requirements of the position.
SEU is an at-will employer. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employer retains the right to change or assign other duties to this position.
The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
SEU is committed to providing a workplace that is free from unlawful discrimination and harassment. All forms of discrimination against or harassment of a person because of his or her identification within a protected category are strictly prohibited and will not be tolerated. This prohibition applies equally to conduct by and against employees, vendors, visitors, and students.
