Administrative Support Specialist, COAS

Alabama, United States
Salary Not specified
Sep 03, 2020
Employment Level
Employment Type
Full Time

Administrative Support Specialist, COAS

Athens State University

Closing Date: 9/24/2020

Job Duties:
The Administrative Support Specialist, COAS, is responsible for administrative duties to support the College of Arts and Sciences. This position reports directly to the Dean, COAS.

DUTIES: In addition to adhering to the guidelines as specified by Athens State University and the President, duties will include, but are not limited to, the following:

  • Develop the course schedule for the College of Arts/Sciences based upon department schedules submitted.
  • Work in conjunction with the Office of Student Enrollment/Management to determine classroom needs to assist with classroom assignments.
  • Maintain curriculum data/documents and updates as requested, including curriculum review requests, plans of study, and catalog information.
  • Make all changes and updates in COAS schedule, i.e., open, close and cancellation of classes; split classes into sections; change instructors in Banner; and perform overrides to allow students to register for closed classes with prerequisites.
  • Organize and maintain the data management system for the COAS, to include providing statistical analysis for reports and maintaining data bases and changes as appropriate.
  • Coordinate the flow of information between the 4 departments within the COAS to include coordinating department assignments, COAS correspondence, processing of Purchase Order Requests, Change of Grades, Request for Course Substitution, Reimbursement of Travel Expenditures, etc.
  • Provide Provost's Office with COAS adjunct list each semester.
  • Collect and house electronic copies of all COAS course syllabi each semester.
  • Collect faculty office hours at the beginning of each semester and compile into matrix format for placement on COAS webpage.
  • Receive and process all adjunct applications and complete federal E-verify program on each adjunct hired. Forward completed packets to Human Resources (HR).
  • Schedule COAS and Department Chairs meetings and take and compose minutes of those meetings.
  • Set deadlines for annual submission of schedules; catalog changes; faculty evaluations, and faculty accomplishments for the COAS.
  • Collect annual faculty evaluation reports electronically and disburse to appropriate department chair for review and processing.
  • Assist with scheduling appointments.
  • Maintain records and files for the COAS.
  • Assist with budget matters, planning documents.
  • Assist faculty and students as needed.
  • Responsible for processing paperwork and notifying the recipients of the COAS Highest Scholastic Achievement Award to be awarded at the annual Honors and Awards ceremony.
  • Demonstrate flexibility and adaptability to changing work scope and tasks based on need.
  • Actively work toward building cooperative and collaborative relationships with peers and internal faculty and staff.
  • Maintain “open door” to internal and external customers.
  • Identify opportunities for improvements to work practices and offer viable solutions for implementation.
  • Proactively engage in problem solving related to tasks in this position with internal and external people. Routinely practice self-monitoring by assessing self to make improvements or take corrective action to improve performance.
  • Complete other tasks as assigned.

    Required Qualifications:
    •High school diploma or its equivalent required. Bachelor’s degree preferred
    •Ability to understand oral and written instructions required
    •Basic computer knowledge and experience required
    •Experience in using Banner and Excel preferred
    •Experience with database software and Argos preferred
    •Ability to organize and work independently required
    •Ability to communicate effectively and establish and maintain positive working relationships required

    Salary Schedule:
    Salary Band: N235
    To view salary schedules visit:
    Salary will be commensurate with experience and qualifications.

    Special Instructions to Applicants
    Unofficial transcripts should be from the college or university which verifies minimum qualifications for the position. Upon an offer of employment, official transcripts from all colleges and universities attended must be submitted. Continued employment is contingent upon receipt of transcripts from all colleges and universities attended.

    Please provide contact information for three professional references on your application.

    To be considered for this position please visit our web site and apply on line at the following link:

    About Athens State University
    Located in historic Athens, Alabama, Athens State University offers junior and senior-level coursework to community college graduates and transfer students holding sufficient credits from other institutions. Presently, over 3,100 students have selected Athens State because of its neighborly environment where 50 majors and degree programs are offered, with courses taught by a supportive and exceptional faculty. Approximately 80% of the students are enrolled in at least one online course. The typical student is a working adult who commutes. Recently, the University was featured in the 2015 Best Value Online College Rankings by for four online programs including computer science, accounting, education and human resources. The University offers undergraduate degree programs in Liberal Arts, Teacher Preparation, and Business. The University employs more than 350 full and part-time employees with approximately 90 full-time faculty members in three colleges: College of Arts and Sciences, College of Business, and College of Education. Seventy-five percent of the full-time faculty members hold a terminal degree. The University is accredited by the Southern Association of Colleges and Schools Commission on Colleges.
    Athens, Alabama is located in north Alabama equidistant between Nashville, TN and Birmingham, AL. Athens is home to several events and festivals that have been featured as the Southeast Tourism Society’s “Top 20 Events in the Southeast” including the Athens Storytelling Festival and the Tennessee Valley Old Time Fiddlers Convention.

    In accordance with Athens State University Policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from that criminal background check.

    Non-Discrimination Policy Statement Athens State University, as an equal opportunity/affirmative action institution, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. Athens State University does not discriminate on the basis of race, color, national origin, age, marital status, gender, gender identity, gender expression, pregnancy, sexual orientation, disability, religion, genetic information, or veteran status in employment, or admissions to or participation in educational programs and activities. Inquiries or concerns may be addressed to the Office of the Vice President of Enrollment and Student Support Services, 300 N. Beaty St., Athens, AL 35611, 256- 233-8175.