The Academic Department Coordinator supports the Department of Electrical and Computer Engineering through various responsibilities and functions in which discretion and judgment concerning the procedures to use or policies to follow is required.
Salary & Benefits: C3 Level. Minimum starting wage of $21.10 per hour.
- Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.
Essential Functions:
- Maintain and analyze budgetary records for the department by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
- Create requisitions for large purchases, ensuring that appropriate approvals have been obtained and that all necessary documentation is present.
- Coordinate personnel reviews and actions, including scheduling unit meetings, creating documents, taking minutes, assembling portfolios, and ensuring timely delivery of meeting materials.
- Coordinate and monitor course evaluation process.
- Support college event planning, implementation, and communication for multi-day large-scale events.
- Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
- Maintain digital and physical filing system according to retention/disposal policies and best practices.
- Serve as administrative assistant for department staff searches, including scheduling interviews, coordinating travel, organizing preparation of office space, and processing hiring forms.
- Generate reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials using various computer systems.
- Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
- Receive information in various forms and determine the appropriate method of processing.
- Responsible for the coordination/completion and the quality of the clerical work for the department/office which includes making and receiving calls, providing information, or routing calls to appropriate person; typing memos and other correspondence; maintaining office filing system.
- Hire, train, and supervise student employees.
- Act as liaison between department chair, faculty, staff, students, and outside organizations.
- Track and support faculty travel arrangements
- Assist faculty with ordering textbooks.
- Maintain supervisor’s calendar and multiple calendars.
- Order and track inventory of office supplies.
- Other related duties as assigned.
Non-Essential Functions:
- Assist in academic year scheduling of courses, classrooms, times, and faculty for the department.
Required Knowledge, Skills, and Abilities:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Demonstrated experience to successfully operate office equipment.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Knowledge, Skills, and Abilities:
- Some college course work.
- Higher education experience.
- Supervisory experience.
- Familiarity with graphic design and photo editing software.
- Previous experience managing social media platforms and websites.
- Travel planning and booking experience.
- Event planning experience.
How to Apply: Attach your cover letter and resume. Applications missing required documents will not be considered. The system will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact Heidi Jiao, jiaoh@gvsu.edu. If you need technical assistance, please contact Human Resources at hro@gvsu.edu.
Applicants must be legally authorized to work in the United States and must not require sponsorship now or in the future.
Application Deadline: Application closes October 20, 2026 at 11:59pm. This posting may be closed at any time at the discretion of the University.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/equalopportunity/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).
Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.
