Administrative Coordinator, Office of Academic Advising

External Applicants:

Please ensure all required documents are ready to upload before beginning your application including your resume cover letter and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the My Experience application page.

• Locate the Resume/CV document upload section at the bottom of the page.

• Use the Select Files button to upload your cover letter resume and any other required supporting documents. You can select multiple files.

Important Note: The My Experience page is the only opportunity to attach your cover letter resume and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website.

A cover letter is required for all positions; optional for facilities campus services and hospitality roles unless otherwise specified.

Job Description Summary

Job Description

Summary:

This on-campus position performs and coordinates multiple administrative functions in the Office of Academic Advising including serving as an initial and ongoing point of contact for students parents faculty campus partners and parties outside the University; maintaining daily operations in a fast-paced student- faculty- staff- and parent facing office; and assisting OAA leadership in carrying out their responsibilities.

*This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions:

• Engage in independent professional helpful and accurate verbal and written communication with multiple constituencies in accordance with academic policies and procedures.

• Serve as primary point of contact for scheduling calendar management and follow up communication for the Associate Dean for Academic Advising. Engage in similar tasks for OAA Assistant Deans and for the Associate Dean for Academic Planning as needed.

• Maintain a consistent presence in the Office of Academic Advising including opening and closing the office.

• Serve secondary presence at OAAs front desk when the Academic Advisor primarily stationed there is managing other duties. Front desk duties include answering the phone greeting students and other visitors managing walk-in traffic and assisting staff in maintaining their schedule of appointments throughout the day.

• Coordinate logistics and planning for departmental meetings and events (e.g. leadership team staff meetings commissions ad hoc groups etc.); prepare agendas and takes notes during meetings as required.

• Assist with budget oversight by reviewing tracking and approving expenses and performing regular reconciliations to ensure accuracy and compliance.

• Maintain OAA supply inventory order supplies and ensure furniture equipment and facilities are in working order.

• Coordinate OAA events and programs including scheduling room reservations catering supplies and other necessary event tasks.

• Manage travel to include scheduling itineraries airline reservations car rentals hotel reservations conference registration and related tasks for OAA.

• Provide support for data and project management; conduct project-specific research.

Other Functions:

• Assist staff as needed in processing changes in student enrollment status and communicating updates to the Office of the University Registrar and Student Financial Services.

• Execute various OAA tasks in Workday as needed per request of OAA leadership.

Additional Job Description

Required Education Knowledge Skills Abilities:

• High school diploma plus one to three years related experience or an equivalent combination of education and experience.

• General knowledge of office management procedures and techniques.

• General knowledge of budget systems and financial and accounting procedures.

• Ability to demonstrate effective communication skills both verbally and in writing.

• Proficiency in Microsoft Office including Word Excel Internet PowerPoint database programs and other software.

• Ability to operate peripheral office equipment (e.g. digital camera scanner).

• Ability to maintain confidentiality of records and information.

• Ability to organize office workflow and prioritize work assignments.

• Accuracy and attention to detail.

• Ability to interact with students faculty staff and administrators with diverse backgrounds.

• Ability to update skills on a continual basis.

Preferred Education Knowledge Skills Abilities:

• Bachelors degree plus one to three years related experience or an equivalent combination of education and experience.

Accountabilities:

• Responsible for own work.

• Budgetary Responsibilities.

• Responsible for provision of accurate information per university policies and procedures.

• Responsible for adherence to laws policies and norms regarding confidential information.

Physical Requirements:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists hands and/or fingers; and assessing the accuracy neatness and thoroughness of the work assigned.

Environmental Conditions:

Indoor office environment in an office and/or open reception desk in the Office of Academic Advising.

Time Type Requirement

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race color religion national origin sex age sexual orientation gender identity and expression genetic information disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process please contact or .