Coordinator Academic Support Services chez University of North Florida (UNF)

General Description / Primary Purpose 

The Coordinator of Academic Support Services provides high-level administrative support to two departments within the Brooks College of Health (BCH). This position is responsible for managing and supervising office operations, coordinating administrative services, and ensuring efficient workflow across departments. The role integrates Coordinator of Academic Support Services and some Tier II responsibilities from the BCH Administrative Service Center, reflecting a higher level of administrative support and service delivery. The incumbent will support organizational goals by providing reliable, consistent, and high-quality administrative services for assigned departments within BCH. 
 

Job Functions 
 

Provides Tier 1 administrative support for department program: 

• Provides high level administrative services, budget support, and workflow across two BCH departments. Collaborate with BCH departments and university personnel to ensure smooth operations. 

• Prepare requisitions and manage procurement processes in compliance with university guidelines. 

• Maintain appointment calendars, schedule meetings, and support department chairs and program directors. 

• Prepare and maintain travel authorization requests and reimbursements. 

• Support student recruitment processes, including applicant file review and admissions coordination for assigned BCH Departments. 

• Manage departmental inventories, including equipment and software renewals. 

• Provides clinical compliance administrative support for assigned programs.  

• Prepare confidential documents and maintain personnel and adjunct faculty files. Assists with and/or prepares adjunct contracts as required.  

• Assist with scheduling classes and program functions on and off campus. 
   

Perform Tier II administrative service responsibilities as required:  

• Assist with college searches including preparing and maintaining search records and processing of offers in Workday.  

• Process personnel transactions in Workday. Provides departmental and/or college onboarding for new faculty, student assistants, and related positions.  

• Collect, post, and archive syllabi  

• Coordinate web and social media content update  

• Coordinate with college personnel to ensure completion compliance Conflict of Interest, Policy Acknowledgment, and required training.   

• Ensure college personnel complete timesheets and leave requests  

• Responsible for Faculty contract administrative support, including loads and tracking. Ensure faculty receive annual contract and assignment letters and to justify overload payments from grants.   

• Prepare reports from student evaluation responses. 

• Provide support to Business Operations Managers for budgetary items including forecasting, monthly expenditures, and financial reporting. 

• Responsible for college fixed asset inventory and reporting.   

Marginal Functions 

• Answering phones and directing calls, copying, faxing, scanning, and mailing. 

• May assist with preparing business process documentation for review and training purposes  
   

Supervisory Responsibilities 
 

Supervision Exercised: May supervise student workers and graduate assistants.  

Supervision Received: Some direct instructions: otherwise, independent work expected. The incumbent develops procedures for performing a variety of complex duties within established guidelines; has considerable freedom while the work is in process and receives instructions on new assignments