Academic Advising Coordinator

JOB SUMMARY

The Administrative Coordinator serves as a vital member of the Office of Academic Advising, providing front-line support to students and ensuring smooth day-to-day operations. This position is responsible for managing office communications, coordinating departmental logistics, and supporting the implementation of advising systems and procedures. With a focus on creating a welcoming environment, the Administrative Coordinator also plays a key role in student outreach, event support, and first-level advising assistance. Additionally, the role collaborates to help train and supervise student workers to enhance overall service delivery.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Associate Director of Academic Advising

Supervisory Responsibility: N/A

Indirect Supervisory Responsibility:

Academic Advising Graduate Assistants and Student Workers

ESSENTIAL DUTIES - May include, but is not limited to the following:

Student Support

• Serve as the frontline contact in the Academic Advising office for students, providing guidance on academic advising processes and directing them to appropriate resources and staff.
• Foster a welcoming and supportive environment by addressing general inquiries and assisting with basic academic concerns.
• Maintain up-to-date knowledge of institutional academic policies and procedures to provide accurate information and guidance.
• Assist with maintaining the Office of Academic Advising general email account and phone line by responding to first-level questions and routing complex inquiries to Advisors, Assistant Directors, or Director.
• Support the promotion of advising events and services through communication tools, signage, and student outreach.

Administrative & Operational Coordination

• Coordinate departmental scheduling and logistics for meetings, appointments, events, and room reservations.
• Aid with departmental requisitions and supply orders, maintaining inventory and tracking office needs.
• Maintain and securely archive confidential and sensitive documents in compliance with institutional policies.
• Support the collection of and prepare data for internal and external reporting purposes, including workload tracking, surveys, and advising performance metrics.
• Support the use and maintenance of advising systems and tools to ensure accurate student records and efficient operations.
• Assist with scheduling for departmental student workers.

Departmental Development & Collaboration

• Assist with identifying and implementing policy and procedure improvements to enhance departmental workflows and student services.
• Participate in regular department meetings to discuss challenges, share strategies, and contribute to continuous improvement.
• Support the onboarding process for new staff as requested.
• Jointly oversee training and supervision of departmental student workers, ensuring clarity of roles and expectations.
• Perform other duties as assigned by the Director or Assistant Directors of Academic Advising.

ADDITIONAL/NON-ESSENTIAL DUTIES

All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position. Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

LOCATION

Lakeland Main Campus