Administrative Coordinator III

Nicholson School of Communication and Media:

The Nicholson School of Communication and Media (NSCM) is an interdisciplinary school that includes Communication, Film and Mass Media, Games and Interactive Media programs and the Florida Interactive Entertainment Academy (FIEA).

The Opportunity:

The UCF Nicholson School of Communication and Media is currently accepting applications for an Administrative Coordinator III. This role will provide essential administrative and operational support to the school, while assisting the director in all aspects of managing the school. Duties include assisting faculty, staff, visitors, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, and providing high-level administrative assistant to executives.

Responsibilities:

• Provide administrative support to the director and faculty.

• Respond to general and/or routine matters, draft memos and letters, and edit documents, etc. Handle items for the director's signature (from review to distribution).

• Maintain records of correspondence, forms and confidential material.

• Overall management of NSCM administrative functions.

• Liaise with the COS HR Business Center to facilitate staff and faculty-level searches.

• Manage the advertising and recruitment efforts to attract candidates and maintain documents associated with these efforts.

• Following the identification of selected candidates, manage communications with committee members regarding campus visits, including preparing interview agendas.

• Collaborate with procurement specialists to arrange travel, lodging, and related support for candidates during campus visits.

• Maintain necessary documents and ensure the appropriate follow-up actions are taken.

• Each semester, distribute SPIs to NSCM faculty, adjuncts, and GTAs, via email.

• Be the point-of-contact for faculty and staff administrative items.

• Oversee textbook orders for NSCM.

• Prepare and maintain the information needed for the college's HR Business Center to process hires, including dual compensation, adjuncts, and GTA contracts.

• Provide high-level administrative assistance to NSCM's associate directors and program coordinators through the coordination and resolution of communication between the associate directors and the director.

• Coordinate the scheduling of regular one-on-one meetings, leadership meetings, faculty meetings, and follow-up on tasks needing completion.

• Coordinator for all matters related to IT and computers (e.g., securing, assigning, maintaining, returning, replacing) for NSCM Main and Downtown campuses. Assist director with calculation of annual computer budget.

• Coordinate the development of the master schedule of courses for NSCM and liaise with the COS scheduling coordinator.

• Monitor course enrollments and waitlists to ensure class capacities are met.

• Maintain the instructors of record in the class schedule via PeopleSoft.

• Oversee schedule production and adherence to university and college policies, procedures, deadlines, accuracy and consistency.

• Manage the Undergraduate Teaching Assistant process.

• Manage all of the NSCM's Listservs. Assist in organizing FTEs for faculty (including over 90 full/part-time faculty) each semester.

• Assist associate directors and the director with a collection of adjunct reviews.

• Assist the assistant director of academic programs with the collection of faculty office hours and the maintenance of the spreadsheet.

• Participate in the development and maintenance of NSCM administrative standards, policies, and practices and serve as conveyor of these materials to office and academic staff at both the UCF Main and Downtown campuses.

• Provide ongoing mentorship for public-facing staff on both campuses regarding the implementation of these practices.

• Assist in monitoring progress toward goals and objectives.

• Maintain NSCM history spreadsheets and other historical information for ongoing operations of the school.

• Assist with other administrative duties as needed by the school and the director.

Minimum Qualifications:

Bachelor's or Master's degree and 4+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information.

Preferred Qualifications:

• 3+ years of progressively responsible administrative support experience in a professional office setting.

• Experience working in higher education in a student, faculty, or staff role.

• Familiarity with UCF or Nicholson School of Communication and Media.

• Experience with course scheduling in an academic environment.

• Familiarity with enterprise-level administrative systems used for finance, HR, or academic operations (such as Workday, PeopleSoft) is a plus.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office productivity tools.

• Exceptional written and verbal communication skills, including experience handling sensitive or confidential information with discretion.

• Excellent organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.

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As a Florida public university, the University of Central Florida makes all application materials and selection procedures available to the public upon request.

UCF is proud to be a smoke-free campus and an E-Verify employer.

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.