College of Arts and Sciences Support Services Coordinator

College of Arts and Sciences Support Services CoordinatorClosing Date:

Job Duties:
The COAS Support Services Coordinator is responsible for coordinating academic, administrative, safety, and event-related functions across multiple departments and divisions within the college, while also providing direct support to the College’s 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 Provide direct support to the COAS 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
• Compile semester course schedules for COAS based on submissions by Faculty Support Services Coordinators and coordinate with the Registrar’s Office to address initial room assignments and schedule changes
• Collect, organize, and distribute faculty office hours in a matrix format for student reference and placement on the COAS 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, Recruiting, & Student-Facing Services

• 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 COAS 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 COAS faculty and staff
• Manage purchase order requests, vendor communication, and travel reimbursements in compliance with university procedures
• 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
• Assist with budget-related tracking, planning documentation, and preparation of internal or external reports
• 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

Lab Safety & Risk Management Support

• Support the Assistant Dean and Health and Life Sciences Division Head with safety and risk management initiatives across all COAS academic labs
• Assist in tracking and maintaining documentation for Chemical Hygiene Plans and other safety protocols relevant to Natural Science Wet Labs and other lab environments
• Submit and track safety-related work orders, equipment maintenance requests, and procurement of safety supplies or services
• Serve as an administrative liaison to university safety/risk management offices and ensure lab documentation aligns with compliance requirements

Cross-College Collaboration & Continuous Improvement

• Collaborate with other COAS 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 COAS 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, flexibility, and responsiveness in a dynamic academic environment
• Complete other duties as assigned

Required 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:

• Bachelor’s 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 preferred

WORKING CONDITIONS:

• Must be able to remain in a stationary position, such as standing and/or sitting, for up to 75% of the time
• Occasionally tasked with duties that require low postures such as crouching, kneeling, and/or stooping
• Must be able to occasionally adjust or move objects up to 20 pounds in all directions.
• Job frequently requires communication with others to exchange information
• Frequently uses hands/fingers to operate a computer and other office productivity machinery, such as copier, printer, etc.
• Frequently uses near vision for the use of computers and reading small print

Salary Schedule:
Salary Band: N290To view salary schedules, visit: https://www.athens.edu/about/offices/human- resources/salary-schedule-tables/Salary will be commensurate with experience and qualifications

Special Instructions to Applicants
Unofficial transcripts should be from the college or university which 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 transcribed 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.

To be considered for this position please visit our web site and apply on line at the following link: https://jobs.athens.edu/postings/search

About Athens State University
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. Presently, over 3,100 students have selected Athens State because of its neighborly environment where 50 majors and degree programs are offered, with courses taught by a supportive and exceptional faculty. Approximately 80% of the students are enrolled in at least one online course. The typical student is a working adult who commutes. Recently, the University was featured in the 2015 Best Value Online College Rankings by OnlineU.org for four online programs including computer science, accounting, education and human resources. The University offers undergraduate degree programs in Liberal Arts, Teacher Preparation, and Business. The University employs more than 350 full and part-time employees with approximately 90 full-time faculty members in three colleges: College of Arts and Sciences, College of Business, and College of Education. Seventy-five percent of the full-time faculty members hold a terminal degree. The University is accredited by the Southern Association of Colleges and Schools Commission on Colleges.
Athens, Alabama is located in north Alabama equidistant between Nashville, TN and Birmingham, AL. Athens is home to several events and festivals that have been featured as the Southeast Tourism Society’s “Top 20 Events in the Southeast” including the Athens Storytelling Festival and the Tennessee Valley Old Time Fiddlers Convention.

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.

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 Vice President of Enrollment and Student Support Services, 300 N. Beaty St., Athens, AL 35611, 256- 233-8175.





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