Academic Department Coordinator for Art & Film

Academic Department CoordinatorArt and Film Job # 554961Close Date: March 27, 2026Click Here for Full Vacancy Announcement(Job # 554961) Administrative Support Coordinator II, Academic Department Coordinator, CSU Classification Salary Range: $4,367 – $6,362 per month (Step 1- Step 20), Anticipated Hiring Range: $4,367 - $5,430 per month (Step 1-12). Final salary placement is commensurate with experience, internal equity, and budget considerations. This is a full-time, benefited, non-exempt, 12-month pay plan, permanent position with a one-year probationary period in the Art and Film Department.Position Summary:Under the work lead direction from the Department Chair, the incumbent is responsible for the administrative support and coordination of the Art + Film department along with associated programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management.Key ResponsibilitiesDepartment/Program Office & Administrative Support – 25%Oversees administrative and clerical operations, including office practices and procedures.Coordinates work priorities, schedules, deadlines, and student assistants to ensure timely completion of departmental and instructional activities.Develops, implements, evaluates, and revises policies with Department Chairs to ensure alignment with department, College, and University goals.Provides guidance and training to the Administrative Support Assistant (ASA) and student assistants; assists with ASA duties during absences or vacancies and provides office coverage as needed.Organizes and coordinates meetings; attends and records minutes.Serves as Key Advisor; arranges phones, keys, computers, and nameplates for personnel changes.Serves as an information resource for faculty, students, staff, and the community regarding programs, procedures, and policies.Coordinates special events (workshops, lectures, retreats) and distributes information as directed.Maintains files in compliance with University, College, and department policies.Prepares presentations, documents, and materials as needed.Maintains department/program websites in coordination with Chairs, College, MarCom, and ITS.Supports program review, assessment, and student recruitment efforts.Coordinates facility maintenance and repairs for art buildings, labs, galleries, and studios; submits key/work requests and prepares locking plans.Coordinates and administers scholarship awards and funds.Budgets & Fiscal Records – 25%Maintains fiscal records and oversees department/program budgets in consultation with the Department Chair and College Budget Analyst.Tracks revenues and expenditures across all funding sources (state, trust, scholarship, IRA, etc.), prepares analyses, and provides reports to ensure budget compliance.Manages trust, scholarship, and prize account records.Prepares and processes fiscal documents.Oversees payroll processes and tracks expenses for student assistants, temporary help, and pool positions, including work-study verification.Independently manages expenditures for supplies, equipment, and other operational needs.Ensures compliance with funding regulations, policies, procedures, and deadlines.Personnel Administration Support – 20%Coordinates hiring and work reporting for faculty, staff, and student employees, including appointments, separations, leave, workload, timekeeping, and vacancies.Works with Academic Personnel Services (APS) on RTP, range elevation, and faculty evaluations.Coordinates course evaluations with the college office.Collaborates with HR and APS to initiate recruitments.Provides guidance to Department Chairs, personnel committees, and search committees throughout recruitment processes.Supports search committees with applicant communication, interview coordination, and administrative processes.Maintains and communicates current student employment policies.Coordinates onboarding for new faculty and staff.Class Scheduling, Curriculum & Enrollment Support – 25%Coordinates semester class schedules with Department Chairs by compiling data, identifying conflicts, coordinating with other departments, and recommending solutions aligned with university policy.Builds and maintains class schedules and lecturer contracts in PeopleSoft; reviews and corrects as needed.Coordinates room, lab, and large lecture scheduling.Manages field trip processes, including PeopleSoft entries, vehicle requests, and liability waivers.Updates online schedules for errors, additions, or cancellations.Prepares course descriptions for catalog and concurrent enrollment listings.Monitors faculty workload and prepares assigned time reports.Maintains knowledge of curriculum processes and documentation.Maintains knowledge of student support resources (crisis intervention, advising, financial aid, mentoring).Serves as department/program contact for registration, permission numbers, and add/drop processes requiring approval.Other Duties as Assigned – 5%Knowledge, Skills, and Abilities Associated: As listed in Classification Standards:Mastery of English grammar, punctuation, and spelling.Fluency in standard office support technology systems and software packages and willingness and ability to learn new software and related skills required.Ability to understand, interpret, apply and communicate policies and procedures independently, and use judgment and discretion to act when precedents do not exist.Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas.Ability to troubleshoot most office administration problemsAbility to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.Ability to use negotiation and interpersonal skills to solve problems, achieve objectives, and expedite projects.Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.As related to the major responsibilities for this position:Demonstrated sensitivity to cross-cultural perspectives and experiences.Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.Ability to be proficient in performing multiple work assignments and projects independently.Ability to independently plan, organize, and coordinate day-to-day and long-range activities.Ability to clearly communicate orally and in writing with a diverse population and effectively compose correspondence and present reports.Ability to process sensitive information in a responsible and professional manner.Ability to effectively communicate with a diverse population.Minimum Qualifications: Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.Preferred Qualifications: Possession of a Bachelor’s degree (or equivalent) from an accredited college or university and experience equivalent to 3 years of progressively responsible administrative and clerical support that includes experience in an academic office and/or educational setting with a diverse student population, and demonstrated customer service.Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:Letter of InterestResume or Curriculum VitaeContact information for at least three supervisory referencesApplication Deadline: The deadline to submit application materials is 11:55 p.m. on March 27, 2026.