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Apply now Job no: 501596
Work type: Nonexempt Staff Full-time
Location: Bethlehem
Categories: Administrative Services

The College of Arts and Sciences Coordinators are accountable for the clerical administration of various processes, programs and daily activities that are integral to the efficient operation and overall effectiveness of the academic business of the departments and college.  Through a wide variety of administrative, academic and clerical support services, a successful coordinator will support the mission of our academic departments, programs, functional service teams, as well as serve the needs of the college in a flexible manner. This position will support the Department of Mathematics.

Support may extend to working with undergraduate and/or graduate students, college faculty, college staff and University colleagues, with deployment from college leadership - Department Chairs, Program Directors, Administrative Directors, Managers and Deans. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community

1. General clerical and administrative services
*Manage office - provide administrative support, receptionist support and coordinate work of office at the direction of department leadership
*May coordinate departmental events and lectures with faculty, students, external and internal guests – venue, travel, catering, communications, contracts, etc
*Maintain and order office supplies, books and tend to office equipment needs
*Take phone calls and messages, retrieve, send and organize mail, general clerical duties and department projects as requested, schedule meetings and update calendars
*May assist with building space issues of the department
*May perform basic website updates and maintenance to changing event, etc.
*May create departmental fliers, newsletters and other forms of communications
*May monitor social media platforms, respond to routine questions and create posting content with guidance
*Front-line customer service responder; takes ownership of inquiries, provides explanations and instructions, responds or refers to appropriate resources, serves as source of information to others to resolve problems
*Assists students (may be grad and/or undergrad) with all inquiries; advocate for the students in the program and help ensure their success by sharing information they need in a timely manner, answering their questions and/or referring them to faculty as needed and being a positive presence in the department.
*Hire, train and supervise work study students

2. Academic Student Support
*Maintain student files and assist in tracking their progress towards their degrees
*Complete departmental paper work for all matters relating to undergraduate students
*Maintain tracking files and databases for all student paper work and progress of all majors and minors towards degree
*Basic assistance in answering student questions
*Refer students to faculty and undergrad advising center when necessary, or other units of the University as appropriate

3. Course and curriculum coordination
*Input fall, spring and summer course offerings and line schedules based on department needs and policy working closely with the college
*Changes to course offerings and line schedules in a timely manner
*Catalog updates and Course Inventory Management (CIM) updates
*Basic assistance in answering student and faculty questions
*Refer students to faculty and undergrad advising center when necessary, or other units of the university as appropriate

4. Faculty Affairs and Instructional Administration
*Assist with faculty searches; advertisements, hiring paper work, interview agendas and scheduling, travel, reservations
*Assist with on-boarding new department employees; ID, parking, computer, telephone, office set-up, paper work
*Assist with hiring paper work for new instructional employees; adjuncts, visiting professors and research personnel

5. Financial Administration
*Track and reconcile department financial accounts; budgets, funds (endowments, gifts, faculty accounts) and grants
*Transfer and reallocate funds as needed
*Provide timely summary reports based on leadership needs
*Assist faculty with their research and grant accounts and overall financial needs
*Track and approve spending and reimbursements through credit card system, assure policy compliance for faculty and students
*Refer faculty to the Dean’s Office or support units across campus for specific financial issues and concerns
*Complete paper work for accounts payable invoices and reimbursements
*Assist faculty with travel expenses and account reconciliations
*Submit payroll forms and corresponding paper work, tax forms for all new employees, including wage employees, faculty, temporary instructors (adjuncts, visiting professors), research personnel, staff and student employees; payroll allocations for faculty summer research and grant allocations and faculty relocation reimbursements
*Assist students and visitors with reimbursements

6. Other duties as assigned by the Department or the College of Arts & Sciences
*At any given time, assignments and effort allocations by function may be altered to meet the changing needs and policies of the college and University

Grade: 7 - 37.5

Position Number: S79880

Special Considerations

The duties of the position do not allow for a remote work option; the employee in this position will be required to work on campus where they can be fully accessible to the Lehigh community.

Will sometimes need to reach with hands and arms, sit, walk and lift up to 10 pounds


High School Diploma or equivalent combination of education and experience; Associates or Vocational/Technical Degree preferred

One to three years related work experience

Experience in the structure and operation of the academic environment is very useful

Ability to prioritize, multi-task and manage tight time constraints

Positively embrace change

Excellent communication (oral and written), interpersonal skills and a high level of customer service required

Be adaptable to frequent workload changes

Ability to navigate competing demands from multiple sources across our college units

Solid analytical, decision making and problem-solving skills

Excellent computer skills with experience using word processing, spreadsheet, database and presentation software

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

All Lehigh faculty and staff are required to be fully vaccinated and receive a booster shot six months after their second vaccine; unless they receive an approved medical or religious exemption from the requirement.

Only complete applications will be considered therefore please complete the application in its entirety.  Once the posting is removed from the website applications may no longer be allowed to be completed.

Advertised: Eastern Daylight Time
Applications close:

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