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Academic Department Coordinator

Metropolitan State University of Denver
United States, Colorado, Denver
March 24, 2023
DepartmentAerospace Science

The academic department coordinator will provide technical, student, and administrative program coordination for the Aviation and Aerospace Science Department at MSU Denver. This position requires the individual to execute, manage, and oversee various academic department functions regarding degree programs and student services. Responsibilities include advising students, understanding and managing processes for employment hiring and contracts office budget and expenses, course scheduling, and other general office responsibilities as detailed in the Duties/Responsibilities. This is a multi-faceted role that requires the ability to prioritize workflow, an aptitude for learning new systems and tools, and a strong ability to work and communicate with others. The successful candidate must have well-developed interpersonal skills, customer service experience, and excellent organizational skills to manage multiple tasks simultaneously with minimal supervision.IND208


Faculty Hiring/Contracts Management (20%)

Candidate/applicant advisement and guidance on hiring process and associated processing and management of paperwork related to employment contracts or stipend process; employment compliance and documentation; management of HR employment forms and departmental archives. Requires advanced training in Banner's Faculty Load and Compensation (FLAC) processes and procedures to initiate and administer payrolls for all AVS Affiliate Faculty salaries each academic semester.

Student Support Services (15%)

Enrollment/registration planning; general advisement and/or orientation; graduating student preparation and guidance; and student communications management. Involves conducting individual advising sessions for students across all class standings, including degree planning for all AVS majors. Requires intermediate training academic degree reporting systems, and various other software platforms aimed at student advisement and communications.

Banner Course Creation and Scheduling Management (25%)

Traditional classroom and online course schedule creation; course and section load balancing; faculty and classroom assignments; mandated scheduling guidelines and requirements; enrollment monitoring and census reporting. Requires advanced training in Banner scheduling process and procedures, and advanced skills in MS Project and MS Excel.

Departmental Budgets and Finance Management (15%)

Main office budget planning; departmental/student group travel spending management; expenses tracking and report creation using Banner Finance for reporting and expense tracking for each fiscal year; preparation of budget review materials and accounting summaries as needed; expense forms and reimbursement processes; trained in MSU Denver Corporate Card for AVS Department purchases and acquisitions, and managing all budgetary processes through the Workday application.

Departmental Office Management (25%)

Support of operational requirements of departmental facilities and front office; front office communications, front office staffing and continuous coverage of front office supervision of staffing needs and access; scheduling of student appointments with faculty; office supply inventory control and ordering; assists Department Chair, Associate Chair, and Director of AASL with day-to-day business of department as requested; and may include limited marketing and promotional duties. Requires experience in program planning, development and assessment for the AVS department; monitors front office staff and processes to ensure compliance with state and federal laws, including FERPA regulations and applicable public records requirements. Works with and trains others on front office support and networking equipment, i.e., copy machine, fax machine, network printer, smart conference room equipment and Scantron scoring machines.

Job Knowledge, Skills, & Competencies

  • Strong verbal and written communication skills; the ability to communicate with a wide variety of constituents effectively and with a high degree of professionalism
  • Ability to summarize information and solve problems
  • Computer and technological proficiency with the ability to learn new systems, software, and tools
  • The ability to prioritize multiple competing priorities effectively
  • The ability to build positive relationships and demonstrate commitment to collegiality and mutual respect
  • The ability to accurately manage multiple tasks simultaneously and meet deadlines
  • Ability to maintain documentation and handle sensitive matters that require discretion and confidentiality
  • Ability to interpret and follow complex rules, regulations, policies, procedures, and guidelines
  • Strong work ethic, initiative, and accountability

Required Qualifications

  • Bachelors' degree or the equivalent combination of education and experience, plus, please note that two years of experience equals one year of higher education
  • Minimum of 2 years of relevant experience providing administrative support in a professional setting
  • Proactive customer service experience with a focus on problem solving
  • Previous experience in a position that required strong organizational skills and the ability to prioritize projects and workflow

Preferred Qualifications

  • Previous experience working with students, faculty, and staff in higher education
  • Demonstrated experience identifying problems, researching solutions, synthesizing information, and communicating outcomes.
  • Previous experience working with and preserving confidential documents/information
  • Experience creating promotional and marketing materials
  • Experience managing an office budget
  • Experience with Banner or comparable student information system
  • Experience with supervision and performance management
  • Experience with providing general advising to students
  • Knowledge of MSU Denver/AHEC accounting processes, including purchasing requisition, billing, invoicing, etc.
  • Relevant experience with aviation industry topics enabling the successful candidate to advise students, stakeholders, and community about AVS programs offered (e.g., pilot certifications, academic credentials, specific work experience, etc.)

Work Hours/Type

Subject to approval.

Salary for Announcement

The salary range for this position is $50,000 - $68,000. The salary of the finalist selected for this role will be set based upon a variety of factors, including but not limited to, internal equity, experience, training, and qualifications.

Instructions to Apply

In your application, please provide:

  • Cover letter--How do your knowledge, skills, abilities, experience and education make you a great candidate for this role?

  • Resume

The full consideration date has been extended to March 12, 2023 at 11:59 PM MST. Applications submitted before that time will receive full consideration, but applications will be accepted after this date until the position is filled.

All applications must be submitted through MSU Denver's career site:


Official transcripts will be required of the candidate selected for hire.

Closing Date

Open Until Filled

Posting RepresentativeKate Ray Posting Representative Emailkbolos@msudenver.edu Benefits

MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.