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Academic Department Coordinator

Academic Department Coordinator

Metropolitan State University of DenverDenver, CO, US
21 hours ago
Job type
  • Full-time
Job description

Academic Department Coordinator

MSU Denver is seeking applicants for an Academic Department Coordinator position within our Department of History. The Academic Department Coordinator plays a vital role in supporting the department's mission of teaching and learning while upholding the university's commitment to excellence, ethics, and accessibility. The Academic Department Coordinator provides confidential assistance to the department chair and faculty, ensuring smooth operations across academic, administrative, and resource management functions, including strategic and operational oversight of departmental budgets.

The candidate selected for hire will demonstrate professional, efficient, and effective management by delivering timely and courteous service to all constituenciesincluding students, faculty, staff, and the public. This position actively contributes to the university's strategic goals through a commitment to fostering relationships that support student success, retention, graduation, and a strong sense of community.

Responsibilities

  • Academic Scheduling

Course Scheduling and Faculty Coordination

Coordinate course schedules, faculty assignments, and classroom placements to align with departmental goals.

  • Assist in planning course rotations and faculty teaching loads to ensure coverage and consistency.
  • Collaborate with faculty and administration to resolve scheduling conflicts and optimize instructional delivery.
  • Enrollment Management

    • Input, monitor, and update enrollment data, including waitlists and registration trends.

  • Recommend section modifications or cancellations based on enrollment patterns and resource availability.
  • Generate reports to support enrollment decisions and departmental planning.
  • Registrar and Schedule Accuracy

    • Process adjustment forms and work with the Registrar's Office to ensure schedule accuracy before public release.

  • Assist with cross-listing coordination across departments and programs.
  • Confirm final schedule details and troubleshoot discrepancies in collaboration with university offices.
  • Space and Resource Optimization

    • Recommend classroom assignments based on course needs and available resources.

  • Support strategic planning for space allocation during peak and off-peak times.
  • Cost Center Expenses and Budgets

    • Budget Oversight & Strategic Planning

    Develop and enforce procedures for managing departmental operating budgets.

  • Track spending, forecast trends, and aid in allocation of resources to support strategic planning.
  • Detect funding challenges and develop strategies to mitigate financial risks.
  • Financial Systems, Reporting & Compliance

    • Use Workday and other systems for financial tracking and reporting.

  • Maintain audit-ready documentation.
  • Ensure compliance with university, state, and college fiscal policies and procedures.
  • Fiscal Authority & Account Management

    • Share signatory authority with Department Chair over operating budgets, program fees, and foundation accounts.

  • Authorize expenditures across multiple accounts (Office of Continuing Education [OCE], University Foundation, Summer revenue).
  • Procurement, Vendor & Travel Coordination

    • Oversee vendors selection, billing, and payments in alignment with institutional standards.

  • Prepare and process paperwork for faculty travel, advances, and reimbursements.
  • Coordinate financial documentation for study abroad and field programs.
  • Supervision of Personnel and Front Office

    • Faculty Support

    Aid in onboarding and support of all faculty within the department (tenured / tenure track, instructor, and affiliate).

  • Generate and process faculty-related paperwork in WorkDay.
  • Initiate affiliate faculty contracts.
  • Assist in maintaining affiliate faculty pool.
  • Assist with arranging travel (spend authorizations and expense reports).
  • Student Worker and Intern Support

    • Hire, onboard, and support student workers (work study and student hourly) and student interns.

  • Train, schedule, and supervise of departmental student workers.
  • Approve leave requests and timesheets.
  • HR Compliance

    • Ensure compliance with university policies during recruitment and managing onboarding tasks such as office setup and computing needs.

  • Manage sensitive personnel records, ensuring confidentiality and accuracy in all documentation and employment-related processes.
  • Media, Marketing, and Social Media Support

    • Assist in developing and distributing departmental marketing materials, newsletters, and event promotions.

  • Maintain and update department website content and digital assets.
  • Support social media strategy and execution across platforms to enhance visibility and engagement.
  • Coordinate photography, videography, and graphic design needs for departmental initiatives.
  • Reports, Contracts, and Record Keeping

    • Compliance and Reporting

    Provide confidential administrative support to the Chair and faculty.

  • Ensure ADA compliance in course materials, marketing and social media, and classroom environments.
  • Support faculty and students with federal, state, and university adherence.
  • Program Assessment

    • Provide program statistics as needed for accreditation reports and visits.

  • Assist with payment to accrediting bodies for fees.
  • Other Duties

    • Event Plannings

    Aid in coordinating academic meetings, panels, and departmental meetings and conferences; department gatherings; and student events.

  • Student Facing

    • Assist students with enrollment issues, registration challenges, and general academic inquiries.

  • Serve as a liaison between students and faculty to promote a supportive learning environment.

    • Job Skills, Knowledge, and Competencies

  • The ability to communicate professionally and effectively in writing and verbally with a wide variety of constituents
  • Strong organizational skills with attention to detail in managing contracts, reports, and records
  • Ability to maintain confidentiality and handle sensitive personnel and student information
  • Knowledge of ADA compliance standards in digital and physical environments
  • Ability to build positive relationships and work collaboratively with faculty, students, and administrative staff
  • Demonstrate commitment to creating a supportive and inclusive environment
  • Strong proficiency in Microsoft Office Suite; computer and technological proficiency with the ability to learn new systems, software, and tools

    • Required Qualifications

  • Bachelor's degree or a combination of education and experience (2 years of experience is equivalent to 1 year of education)
  • Minimum of 2 years of professional administrative, program coordination, or other relevant experience
  • Familiarity with social media platforms (e.g., Instagram, Facebook, X / Twitter, LinkedIn) and scheduling tools

    • Successful applicants will ensure their resume clearly demonstrate that their work experience describes how they meet all required qualifications.

    Preferred Qualifications

  • Familiarity with website content management systems (e.g., WordPress, Drupal)
  • Basic graphic design and media editing skills (e.g., Canva, Adobe Creative Suite, or equivalent)
  • Experience developing marketing materials and managing digital campaigns
  • Experience supporting event logistics including scheduling, promotion, and coordination
  • Experience with data entry and reporting tools (e.g., Workday or similar HRIS systems)
  • Experience in higher education or academic department administration
  • Familiarity with accreditation processes and reporting requirements

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