College of Education Support Services Coordinator

Posting Details

Position Information -------------------

• Department: College of Education
• Position Title: College of Education Support Services Coordinator
• Job Category: Staff
• Posting Number: 00529
• FLSA: Non-Exempt
• Full or Part Time: Full-Time
• Other: Temporary
• If Temporary: Number of months

Position Summary ----------------

The COE Support Services Coordinator is responsible for coordinating academic administrative and event-related functions across multiple departments and divisions within the college while also providing direct support to the College of Educations Assistant Dean and faculty.

Essential Functions -------------------

• Faculty Staff & Academic Division Support: Serve as the primary administrative support for all full-time and adjunct faculty across the College of Education, including the two COE academic departments.
• Provide direct support to the COE Assistant Dean, including managing calendars, coordinating meetings, preparing agendas, and handling communications.
• Maintain curriculum records and assist with updates to plans of study, catalog entries, and syllabi collections.
• Assist the Assistant Dean to ensure accreditation and state deadlines are monitored and met.
• Work with the Assistant Dean to monitor and ensure deadlines for annual submission of schedules, catalog changes, and faculty evaluations are met.
• Provide clerical support for NCATE, CAEP, AL-PIE, and Title II reporting processes, including accurate and timely data entry.
• Manage ATSU COE data listed on the Council for the Accreditation of Educator Preparation (CAEP) website.
• Serve as profile manager on the American Association of Colleges for Teacher Education (AACTE) website, responsible for keeping faculty and staff information current.
• Collect, organize, and distribute faculty office hours in a matrix format for student reference and placement on the COE website.
• Process forms, including leave requests, course substitutions, grade changes, directed study approvals, and reimbursements, using digital workflows (e.g., Box).
• Maintain digital and physical records in accordance with institutional retention policies.
• Event Coordination: Coordinate logistics and provide administrative support for recruiting events, outreach activities, and academic ceremonies (e.g., Honors & Awards).
• Support faculty and students with communication related to class changes, cancellations, or academic updates.
• Maintain a welcoming and professional office presence for all students, visitors, and faculty.

Administrative Operations & Systems Coordination ---------------------------------------------

• Maintain the COE data management systems, including tracking, compiling, and analyzing data to support strategic planning and reporting.
• Monitor inventory and coordinate ordering of office and instructional supplies for COE faculty and staff.
• Manage purchase order requests, vendor communication, and travel reimbursements in compliance with university procedures.
• Create PO requisitions in Banner for COE travel, memberships, etc., and assist with the reimbursement process and maintain spreadsheets to track expenses.
• Provide clerical support for COE faculty and staff and maintain related documents, including leave, travel requests, evaluations, etc.
• Oversee shared equipment, copiers, printers, scantrons, and coordinate technical support or supply orders as needed.
• Submit and track work orders using eSpace for facilities maintenance, custodial, and IT requests.
• Schedule classrooms and meeting rooms using eSpace and Zoom.
• Provide minute-taking, recording for meetings in person and virtual meetings as needed.
• Use Banner 9 and other institutional systems for academic and procurement processes.
• Serve as recorder for COE-related meetings for the Assistant Dean.
• Monitor the mail room, distribute mail, and manage copying of forms within Order stock and distribute office supplies for COE faculty and staff.
• Maintain functioning operations of copiers and printers.
• Schedule office movement and provide inventory control for McCain Hall, coordinate with the Maintenance Department.
• Notify the Maintenance Department of McCain Hall building issues via work order submission.
• Coordinate hiring efforts for COE Adjuncts and Interns, and verify employment eligibility with the Department of Homeland Security.
• Assist with commencement activities.
• Reserve conference rooms for faculty and staff.
• Assist students via phone and walk-ins.

Cross-College Collaboration & Continuous Improvement ---------------------------------------------------

• Collaborate with other COE administrative staff to ensure seamless communication, mutual support, and operational continuity.
• Provide coverage and administrative support for other divisions within the college as requested by the Assistant Dean.
• Participate in regular COE administrative support meetings, contributing to shared knowledge and consistent practices.
• Engage in cross-training, onboarding, and mentoring of new administrative team members.
• Continuously assess and recommend improvements to workflows, systems, and processes that enhance efficiency, service quality, and compliance.
• Demonstrate professionalism, responsiveness, and the flexibility to adapt to a dynamic academic environment with changing work scope and tasks as needed.

Qualifications --------------

• Qualifications Required:
• High school diploma or its equivalent required.
• Ability to understand oral and written instructions required.
• Basic computer knowledge and experience required.
• Ability to organize and work independently required.
• Ability to communicate effectively and establish and maintain positive working relationships required.
• Other Qualifications and Job Requirements:
• Preferred: Bachelors degree with courses or experience in statistics, finance, information systems, management, accounting, and/or math.
• Preferred: Experience in using Banner and Excel.
• Preferred: Experience with database software and Argos.

Working Conditions -----------------

• Ability to remain in a stationary position, such as standing and/or sitting, for an extended period of time.
• Occasionally tasked with filing, which sometimes requires low postures, such as crouching, kneeling, and/or stooping.
• Frequently communicates with others to exchange information.
• Frequently uses hands and fingers to operate a computer and other office productivity machinery, such as copiers, printers, etc.
• Frequently uses near vision for the use of computers and reading small print.

Salary Schedule ----------------

• Salary Band: N290
• To view salary schedules, visit https://www.athens.edu/about/offices/human-resources/salary-schedule-tables
• Salary will be commensurate with experience and qualifications.

University Information -------------------

• Located in historic Athens, Alabama
• Athens State University offers junior and senior-level coursework to community college graduates and transfer students holding sufficient credits from other institutions.
• Approximately 3,000 students each semester have selected Athens State because of its neighborly environment, where over 50 majors and degree programs are offered with courses taught by a supportive and exceptional faculty.
• Approximately 95% of the students are enrolled in at least one online course.
• The typical student is a working adult who commutes.
• Recently, the University was named the Most Affordable College in Alabama by The Best Schools and a 2024 Great College to Work For by ModernThink.
• Athens State offers undergraduate degree programs in Liberal Arts, Teacher Preparation, and Business.
• The University employs more than 392 full and part-time employees with approximately 88 full-time faculty members in three colleges: College of Arts and Sciences, College of Business, and College of Education.
• 83% of the full-time faculty members hold a terminal degree.
• Athens State is accredited by the Southern Association of Colleges and Schools Commission on Colleges.

EEO Statement ----------------

• Non-Discrimination Policy Statement: Athens State University as an equal opportunity/affirmative action institution complies with all applicable federal and state laws regarding nondiscrimination and affirmative action.
• Athens State University does not discriminate on the basis of race, color, national origin, age, marital status, gender, gender identity, gender expression, pregnancy, sexual orientation, disability, religion, genetic information, or veteran status in employment or admissions to or participation in educational programs and activities.
• Inquiries or concerns may be addressed to the Office of the Provost/Vice President of Academic Affairs and Student Services, 300 N. Beaty St., Athens, AL 35611, 256-233-8175.

Background Check Statement -------------------------

• In accordance with Athens State University Policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check.
• Employment will be contingent upon the receipt of a clearance notification from that criminal background check.

Special Instructions to Applicants ---------------------------------

• Unofficial transcripts should be from the college or university that verifies qualifications for the position.
• Note: Credential evaluations are needed for all transcripts obtained outside the U.S. before uploading and submitting an application.
• Credential evaluators should provide course-by-course evaluations and transcripts in English.
• Upon an offer of employment, official transcripts from all colleges and universities attended must be submitted.
• Continued employment is contingent upon receipt of transcripts from all colleges and universities attended.

Additional Information ----------------------

• Athens State University participates in the E-verify System to verify employment eligibility for all newly-hired employees.
• To view details or to apply, visit https://jobs.athens.edu
• Review of applications will begin as soon as possible and remain open until filled.
• For assistance, contact the Human Resources Office at 256-216-3333 or email us at employment@athens.edu.