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Coordinator Academic Affairs

OSU - Oklahoma City

Oklahoma City, Oklahoma 73107
Job Type:
Job Status:
Full Time
  • Administrative / Office
  • Education / Training / Library
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  • Professional
  • Professional (Degree Req)
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Job Details

Coordinates and assists with the RPT and Curriculum committees. Manages the course scheduling and enrollment management for Academic Affairs. Provides administrative support and coordination to the Vice President, Associate Vice President and the office of Academic Affairs, as well as he Executive Assistant to the President. Manages communications between the Vice President, campus personnel, Regents, and other academic institutions.

Essential Job Functions: 

1. Serves as liaison between Vice President and reporting units.
2. Responsible for the management of the office of the Vice President and Associate Vice President.
3. Coordinates course scheduling and enrollment management by working with the VPAA, Division Heads, and the Registrar’s Office.
4. Coordinates updates and ensures accuracy of the Student Catalog.
5. Coordinates and schedules the effective use of classrooms and educational conference rooms.
6. Coordinates the curriculum process to ensure the timely and accurate submission of curricular proposal by working with faculty, the Curriculum Committee, OSU A&M Board of Regents and the Oklahoma State Regents for Higher Education.
7. Coordinates process and reviews documentation for faculty reappointment, promotion/tenure.
8. Effectively manages all communications between students, university faculty, and other staff.
9. Communicates with OSRHE staff and staff members of other higher educational institutions.
10. Prepares annual academic appointment letters for faculty.
11. Maintains unitized course data and curriculum files.
12. Updates faculty, adjunct, and faculty appraisal handbooks as required.
13. Organizes and maintains various files including confidential files.
14. Composes correspondence and compiles information for a variety of reports.
15. Follows up on division phone call, memos, correspondence and directions to faculty, staff and others to ensure deadlines are met.
16. Must be able to perform tasks with sensitivity, confidentiality and professionalism.
17. Assists in the coordination of conferences, workshops, meetings, and programs.
18. Schedules meetings and makes sure all information and arrangements are in order.
19. Prepares agendas and summary minutes for various committees, task forces, etc.
20. Monitors and maintains a neat and organized office.
21. Maintains budget files for Vice President and Associate Vice President; prepares purchase requisitions and purchase orders; orders and maintains supplies as needed
22. May be required to make travel arrangements etc.
23. Receives visitors, handles telephone calls, and provides assistance or technical information concerning policies, procedures, and other details; opens and delivers mail.
24. Maintains absence and leave records for direct reports.
25. Serves on various University committees.
26. Acts as custodian of records, papers, office property.
27. Manages work-study students for Academic Affairs and coordinates work load with Business and Industry & Pres. Office and assists Presidents Exec. Assistant when needed.
28. Completes all mandatory training and participates in a minimum of two professional development each year.
29. Performs other duties as assigned. (Always include this statement as the last essential function. List as many essential functions as necessary).



The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.  


The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.


  • Evidences a history of demonstrating ethical and professional behavior.
  • Completes all mandatory training and participates in a minimum of two professional development days each year.


Minimum Qualifications:

Work Experience:

Three to four years experience in a n administrative support position. Extensive computer experience using word processing, databases and spreadsheets.



Associate’s degree or equivalent college credit


Preferred Qualifications:

Bachelor’s degree preferred. Higher education experience preferred


Knowledge, Skills, and Abilities:

• Professional and diplomatic demeanor and appearance.

• Excellent communication, organizational and interpersonal skills.

• Knowledge and understanding of the operations and procedures of instructional services.

• High degree of accuracy and attention to detail

• Must be an independent thinker, capable of coordinating projects without daily supervision

• Ability to elicit necessary information and make important screening decisions for administrative supervisors.

• Evidences a history of demonstrating ethical and professional behavior.



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