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 Coordinates administrative and operational activities in order to accomplish goals.

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 OAA’s 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: Bachelor’s 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
• Full time
• 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 AskHR@wfu.edu or (336) 758-4700.
• About
• WFU: Wake Forest University, formed in 1834, has experienced decades of growth and innovation. WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs. The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty. It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount. Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.
• The
• University is comprised of: the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus. Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1. Wake Forest employs approximately 2,772 full and part-time faculty and staff. Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC). Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative. Winston-Salem, North Carolina Wake Forest is located in Winston-Salem, North Carolina, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina. Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene. Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family. Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town.