Department Coordinator


General Characteristics:
A Department Coordinator serves as lead facilitator for department planning and decision making and is responsible, within defined scope, for the day-to-day operation of a department, in the absence of an on-site manager or lead instructor; consults regularly with the chair and calls upon the chair, as needed for direction, advice and collaboration or intervention in departmental matters; establishes department goals, operating policies and procedures through staff participatory process; develops, analyzes and manages a department's annual operating budget; develops and writes justification for budget requests; coordinates and leads department planning efforts; initiates and conducts department meetings; coordinates and facilitates curriculum approval processes with faculty; coordinates and monitors facilities use; writes, proofs and edits term schedule, documents and reports; processes highly confidential personnel matters for a department; provides communication and problem-solving assistance for department faculty and chair; carries out duties in consultation and collaboration with the division/department chair; may provide ongoing computer technology support; does related work as required. A Department Coordinator, like an Administrative Coordinator, works under the overall policy guidance of a division/department chair and has a leadership role in departmental planning efforts and the establishment of policies. (An Administrative Specialist works under the general supervision of a supervisor, communicates policies or procedures to staff and has input into planning and policy development.) Work requires excellent communication and negotiation skills to coordinate with a wide variety of College departments, off-campus agencies, administrators, staff, students and the public. Work requires skill in group process facilitation, team building, problem solving, analysis of data, program planning, budget development and justification, writing and editing. Operating microcomputers and other office equipment requires manual dexterity and good visual acuity. Position may require the ability to work occasional evenings and weekends.

Examples of Work:
Provides support to the department by initiating and conducting department planning meetings concerning goals and objectives, strategies for annual budget preparation, policies, class schedules and other issues; disseminates information regarding current College policies and procedures; follows up on actions decided by the staff in meetings; conducts staff meetings, staff development and team building activities; coordinates and facilitates approval of curriculum proposals; plans, coordinates, writes, reviews and prepares term class schedules and information published in the College catalog.

Conducts research, provides analysis and prepares reports for the department chair and the College; prepares, administers and analyzes part-time faculty student evaluations. Manages the day-to-day activities of a central department office; assigns work, sets priorities, develops operating procedures and policies and trains assigned staff; coordinates and conducts recruitment, screening, interviewing and selection of assigned staff and hourly positions in consultation with division/department chair and Human Resources, as appropriate to the position; prepares job descriptions and desk manuals for assigned positions.

Develops the department's annual operating budget through consultation with department staff and chair, including planning and preparing justification statements for budget requests; monitors department expenditures and determines need to transfer funds between line items to cover shortfalls; performs analysis of budget data and assures that expenditures stay within the established budget for the department and each discipline; authorizes expenditures and monitors personnel accounts.

Monitors class enrollment and faculty workloads, and recommends appropriate action; coordinates recruiting of part-time instructors; monitors activities in classrooms pertaining to safety and adequate functioning of equipment; facilitates appropriate corrective measures.

Provides academic advising to students enrolled in department; meets with students and assists them in developing an academic plan in their major; provides liaison with art/graphic departments at other state institutions; participates in College committees such as Instructional Cabinet, College Budget Review Group, Instructional Support Staff Association and screening committees.

Knowledge, Skills and Abilities:
Knowledge of content area taught by the department, pertinent laws, regulations, rules and College/departmental policies and procedures; knowledge of management principles and practices including planning, budgeting and evaluation; knowledge of and skill in the operation of office equipment including typewriter, calculator, FAX, copier, microcomputer and peripheral devices; skill in training and monitoring performance of staff; skill in problem solving, advocacy, conflict resolution and negotiation of acceptable solutions; ability to plan work assignments and set priorities; ability to organize and delegate tasks to assigned positions; ability to effectively communicate rules, regulations and College/department policies and procedures to staff and students; ability to assess needs and plan appropriate courses or programs; ability to effectively direct and coordinate the activities of assigned staff, student assistants and volunteers; ability to troubleshoot issues related to staff and students; ability to develop budgets, prepare budget justifications and track expenditures; ability to interpret policy and regulation changes and apply them appropriate- ly; ability to use judgment in authorizing departmental expenditures; ability to maintain accurate records and perform analysis to generate required reports; ability to write technical reports; ability to anticipate the need for and develop appropriate procedures for data tracking; ability to communicate clearly and effectively with staff, other departments and outside agencies; ability to establish and maintain effective working relationships with department staff and chair, students, outside agencies and other College employees; ability to work independently and as a member of a team; ability to coordinate and chair staff meetings and make public presentations; ability to meet deadlines under pressure; ability to maintain confidentiality; ability to utilize word processing, desktop publishing, spreadsheet and database software effectively; ability to work occasional weekends and evenings; ability to work safely.

Reports to and works under the overall policy guidance of a department chair. Instructions are given on general goals and objectives. Work is performed independently using previously learned knowledge and professional judgment, according to College policies and applicable laws and regulations. Work is reviewed by observation of the efficient and effective coordination of the department.

This position coordinates and leads the work of office support positions, part-time instructors, student assistants, volunteers and hourly employees. This position plans work, assigns tasks, provides priorities, trains and checks the work of assigned staff and is available to answer questions and troubleshoot problems on a daily basis. This position has substantial input into hiring decisions and performance evaluations.

Minimum Qualifications:
Two years of post-secondary education with course work in the subject taught in the department, as well as, accounting, human resources, conflict resolution, communications, management principles, record keeping and office procedures is required. Three years of general administrative experience, including extensive public contact, is required. At least two years of this experience should be at the level of an Administrative Specialist and include responsibility for accounting, budgets, personnel, purchasing and report writing. One year of the experience must be in a lead or supervisory capacity.

Equivalent combination of training and experience will be considered qualifying.