Administrative Coordinator, Natural Sciences and Mathematics

The Administrative Coordinator oversees the administrative work and overall progress of the Department of Natural Sciences and Mathematics (NSM) which includes supporting undergraduate majors in Biology Chemistry & Kinesiology and a graduate program in Biological Sciences. The Coordinator assists the Chair in directing advising and assisting department faculty staff and students by coordinating tasks in order to reach departmental goals.

The Administrative Coordinator is a 0.75 FTE position which can be performed in either a partial-year (40 hours/week over 9 monthse.g. Mid-August to Mid-May) or hybrid work schedule (30 hours/week for 12 months). The final work schedule will be determined in consultation with the Chair. In addition Dominican supports a healthy work-life balance and upon approval by the Chair may approve the Admin Coordinator to work remotely 1 day a week.

The Administrative Coordinator may also be required to work evenings and weekends during special events and peak periods.

The duties of the Administrative Coordinator include but are not limited to:

Responsibilities

Supporting the Chair

• Coordinate and assist with projects and proposals assigned by the Chair requiring gathering information establishing timelines organizing meetings/events preparing summary reports and making recommendations to achieve departmental objectives
• Assist with creating and coordinating the departments strategic plan self-study course/faculty evaluations and program assessment
• Meet as needed with the Chair to discuss issues or problems within the department and create and implement solutions
• Manage the Chairs calendar including meetings with on-campus personnel visiting members of the business community and students; arrange all details for meetings that require room and equipment reservations food service and the preparation presentation or dissemination of materials
• Assist in coordinating faculty/staff searches

Supporting the Faculty/Students/Staff

• Coordinate and assist with student curricular and extracurricular programs and projects: gathering information establishing timelines organizing meetings/events communicating with students preparing summary reports and making recommendations to achieve departmental objectives
• Impart information to new faculty staff and students; collect emergency contact info
• Hire train and evaluate work-study and/or other temporary staff with direction from their supervisor.

Supporting the Department

• Analyze trouble-shoot and facilitate the resolution of any areas having to do with department business including those that may require the immediate attention of the Chair staff faculty or students
• Help coordinate the implementation of new programs and classes
• Assist with the creation of academic class schedules with the Chair Lab Manager and Scheduling Committee
• Work with the Health and Natural Sciences (HNS) Director of Operations to maintain and update the university catalog
• Organize agendas for department meetings provide written summaries to participants and take minutes as needed
• Work with the Marketing office to create and edit departmental brochures and newsletters
• Maintain an archive for all department files and student records
• Coordinate Science Center room usage both internally and externally
• Communicate regularly with other departments on campus regarding projects and upcoming events to ensure things run smoothly and a common goal is met
• Facilitate the creation and approval of MOUs with other universities and community projects in coordination with the Business Services Office (BSO)
• Coordinate the DUC/Kaiser Pre-Med Mentor Program including the introduction and culmination events

Coordinate Events

• Assist the Chair in planning and coordinating all events and activities for the department including lectures seminars workshops retreats conferences studies student trips program events faculty and student orientations student awards and year-end celebrations

General Administrative Duties

• Support the Chair in creating and upholding all departmental policies and procedures
• Facilitate all administrative purchases
• Monitor track and reconcile departmental budget: income and expenditures
• Work with the DU Web Content Manager to maintain and update the NSM website for current and new programs
• Manage the Departments social media presence
• Archive departmental press and publications
• Other duties as assigned.

Required Qualifications

• Bachelors degree from a four-year college or university or equivalent combination of education and experience
• Excellent communication skills both verbal and written
• Highly organized with an acute attention to detail
• Adept at working with others and managing both people and tasks simultaneously
• Organizing own work coordinating projects setting priorities meeting deadlines and following up on assignments with a minimum of direction
• Competence and understanding of budgets and other financials
• Ability to analyze and resolve office administrative and procedural problems
• Takes initiative and uses independent judgment within established policy and procedural guidelines
• Microsoft Office Suite Google Product Suite

Preferred Qualfications

• Minimum of 3 years of administrative experience
• Web editing Canva Moodle Social Media Online Surveys

Additional Position Information

• Priority will be given to applications submitted by June 25 2025; however additional applications may be considered until the position is filled
• Must be willing to consent to a background check

Dominican University of California is an independent international learner-centered university offering both undergraduate and graduate programs. Dominican has a1:10 teacher-to-student ratio an average class size of 16 with a small-town feeling in a park- like campus. We blend interdisciplinary core courses real-world studies and small classes with close and supportive academic advising and mentoring.

Dominican University of California is an Equal Opportunity Employer committed to excellence through diversity and takes pride in its multicultural are committed in thought word and deed to recruiting and retaining a workforce that values the diversity of its student body. The University actively promotes an institutional culture that practices equity and inclusion. We strongly encourage applications from members of all under-represented groups in higher education.