APU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is pleasing to God and edifying to one another.

The SBM Administrative Coordinator position supports the administrative operations of the School of Business and Management by contributing to the SBM internal operational effectiveness. In addition, this role provides direct support to faculty, adjunct faculty, Deans, Assistant Deans, and Executives in Residence.

The School of Business and Management is seeking an analytical and highly organized individual. This is an in-person position with general hours of Monday-Friday 8am - 5:00pm (Fridays the office closes at 4:30pm). Work schedule may be modified for SBM special events (these events are held on evenings and occasional Saturdays. Hours will be adjusted to accommodate the need).

Required Education

• Bachelor’s degree required (Business, Finance, or Accounting degree preferred) or equivalent work experience.

Required Experience

• Experience in an administrative assistant (or similar) role providing support to a large group of people.
• Ability to multi-task and solve problems with independent and logical judgment.
• Highly organized, detail oriented, and strong analytical skills is required.

Primary Duties/Essential Functions

The ideal candidate will manage a variety of tasks under the direction of the Executive Assistant, the Assistant Dean of Operations and Accreditation and the Dean including:

Adjunct Faculty Contract Management, Timekeeping, and Support

• Work closely with Department Chairs, Program Representatives, and Dean’s Office to Coordinate the orientation of new full-time and adjunct departmental faculty to the University and SBM.

  • Coordinate and plan bi-annual Adjunct faculty re-orientation.

• Create and administer adjunct contracts 3-4 weeks prior to each term start.

  • Create and manage files of adjunct faculty information.

• Monitor and report adjunct timekeeping on a bi-weekly basis ensuring that adjunct faculty are staying within their allotted hours.

• Update and manage the support website with all resources to help full time and adjunct faculty succeed while teaching at APU.

• Manage modality re-certifications for adjunct faculty and keep accurate and up-to-date data.

• Creates and maintain an accurate and up-to-date adjunct list of all active adjunct faculty, their education, expertise, and availability.

• Works with the Dean and Chairs annually to nominate and submit Sr, Adjunct Faculty nominations and contracts.

• Track and manage Full time faculty scholarship.

SBM Operations and Support

• Submits and follows through on SBM Website updates through the Office of Strategic Communication.

• Manages the Master Academic Schedule ensuring that an accurate and up-to-date schedule is submitted to the Registrar and updates are made in a timely manner.

  • Works with Dean to approve the schedule before submission.
  • Works with Dean and Associate Dean of Operations to cancel courses due to low enrollment as necessary.

• Support the Executive Assistant and Assistant Dean of Operations and Accreditation with budget transfers, PO submission, financial tracking and creating internal budget reports.

• Support for Executive Assistant and Program Managers at SBM events.

• Runs, distributes, and maintains Weekly Reports to Deans and Chairs including but not limited to:

  • Student Counts/Enrollment Data.
  • Schedule Updates (Query Reports).
  • Perform other duties as assigned.

• Support for EA as requested.

• Submits Courseleaf Updates as requested by the Deans and Department Chairs.

  • Attends Curriculum Committee meetings and takes and retains notes.

• Oversees, manages, and maintains accurate and up-to-date record of the Student Scholarship Program.

  • Promotion of scholarship opening period.
  • Lead Faculty/Staff Selection Team.
  • Communicates with applicants and winners.
  • Works with Enrollment/Business Office to ensure that scholarship are paid out
  • Creates spreadsheets and keeps accurate record of scholarship processes, recipients and payouts.

• Oversees, manages, and maintains the bi-annual Dean's List.

  • Runs report of eligible students.
  • Works with Dean to draft letter and distributes to awardees.
  • Tracks awardees and keeps accurate and up-to-date reports by semester and ensures acknowledgement at graduation celebration.

• Under the direction of the Operations Manager and Associate Dean of Operations, provides Budget Support for the SBM as requested.

Faculty Support and Administration

• Fulfill routine requests made by faculty and Chairs such as scanning/ copying, scantron grading, textbook requests (see below), and library resource requests; data collection, proofreading, proctoring, research, printing, help with events, schedules make up tests for students who have missed, and any day to day tasks as needed.

  • Regular, punctual, in-person attendance based on departmental hours of operation and needs, Responsible for daily electronic timekeeping as it applies to the scope of this position.

• Works with Program Representatives and Department Chairs to submit course Schedule changes with the scheduling department as requested. Creates and updates tracking of all schedule changes.

• Provide support and training to faculty for routine, university-wide systems and processes such as our learning management system, textbook ordering system (see below), library request system, email, and travel expenses (training will be provided for these as necessary).

  • Providing classroom supplies to the faculty or adjuncts who need it.
  • Maintain the Adjunct faculty office, ensuring adjuncts feel supported with any needs they need while here on campus, keeping the space clean and welcoming for adjunct faculty.
  • Textbook support in collaboration with the Department Program Representatives:
    • Coordinate textbook requests between faculty and the APU bookstore; inputs all textbook adoption requirements for UG, GRAD, and PR courses for each semester.
    • Manage/maintain the database of all required textbooks for the department.
    • Support adjunct faculty, locally and throughout the United States, with textbook ordering, training for new hires.
    • Order textbooks (desk copies) from over 50 different publishers, and coordinating with the APU bookstore to ensure all textbooks are up to date.

• Coordinate the orientation of new full-time and adjunct departmental faculty to the University and SBM.

• Receive incoming phone calls and mail; distribute messages, related information and office/campus mail.

• Serve as back up receptionist, greeter in the Dean’s Suite.

• Coordinate and schedule meetings for the Chairs of the department.

• Submit work orders in the Wilden building.

• Support the staff team with student, faculty, and community events.

• Perform other duties as requested and assigned by supervisor.

• In collaboration with Department Chairs, keep full-time and adjunct faculty informed of deadlines and upcoming events.

Skills

• Knowledge of the principles and processes for providing excellent customer service in a polite, respectful manner.
• Active Listening: Giving full attention to what the customer (faculty, Chair, student) is saying, taking the time to understand the points being made, asking questions as appropriate.
• Time Management: Highly organized with the ability to manage multiple tasks concurrently and meet deadlines in a punctual manner.
• Initiative: Self-starter with strong management/ organizational skills.
• Analytical mind with high attention to detail and process.
• Excellent command of the English language and ability to communicate effectively with students, staff and faculty.
• Computer Literacy: command of applications in Google Suite and Microsoft Office applications like Excel, Word, and Powerpoint.
  • Highly competent with Excel and Google Sheets.
  • Comfortable learning internal data systems.

Mental Demands

• Ability to manage several different tasks concurrently.
• Able to exercise independent judgment and discretion, logical problem solving.
• Able to learn and retain information.
• In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.

Physical Demands

• Repetitive wrist and finger motions at computer keyboard.
• Speaking and hearing on the telephone.
• Ability to conduct business at other offices on campus.
• Able to reach, lift, grasp, bend.
• Lift up to 20 lbs. occasionally.

Visual Demands

• Reading, writing notes, computer monitor, and keyboard.

Enviroment

• Pleasant office setting, comfortable temperature.

Technologies

• Proficient in Microsoft Office, Word, Excel, PowerPoint, and Google Applications.
• Highly competent in Excel and Google Sheets.
• Comfortable with ZOOM, Google Meet, and Google Calendar.
• Comfortable learning internal data systems and navigating such systems with ease.

Compensation

• Grade 8: $21.44 to $24.66 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about 'what we believe', our 'missions statement', and 'statement of faith'.

You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/

Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.

Required Skills

Required Experience

1. Competent in clinical skills required of Paramedic.
2. Effective interpersonal relationship skills.
3. Effective oral and written communication skills.
4. Ability to function effectively in a challenging environment.
5. Ability to read and comprehend English at a level necessary to follow written and oral instructions and safety precautions.
6. Ability to listen, empathize and respond to patient, family, internal and external partner needs.
7. Bilingual (English/Spanish) preferred.