SUBR | Academic Service Coordinator
SUBR | Academic Service Coordinator | Position Type: Full-Time Unclassified | Salary: $48,204
Application Deadline: July 31, 2026
JOB DESCRIPTION:
The Academic Service Coordinator provides comprehensive administrative, operational, and academic support to executive leadership in the Office of Academic Affairs. This position coordinates executive calendars, meetings, communications, office operations, confidential records, academic processes, reports, budgets, events, and special projects. The role serves as a primary point of contact for faculty, staff, students, academic departments, colleges, and external partners while supporting accurate, timely, and service-oriented operations that advance the academic mission of the institution.
JOB RESPONSIBILITIES:
- Provide executive-level administrative support, including managing calendars, scheduling meetings, coordinating travel, preparing correspondence and documents, processing electronic Personnel Action Forms (EPAFs) for new employees, and tracking action items.
- Coordinate daily office operations by managing front-line customer service, answering phones and email, greeting visitors, ordering office supplies, submitting technology and facilities requests, and maintaining efficient office procedures.
- Prepare, edit, and distribute official communications, reports, agendas, presentations, meeting minutes, announcements, and other administrative materials.
- Maintain confidential academic, personnel, committee, budgetary, and administrative records in both electronic and physical filing systems while ensuring accuracy and compliance with university policies.
- Coordinate meetings, committee activities, councils, retreats, training sessions, ceremonies, and special events by managing logistics, materials, scheduling, and follow-up activities.
- Support academic affairs operations by maintaining faculty records, assisting with appointments and evaluations, managing curriculum documentation, and supporting policy, assessment, and accreditation processes.
- Assist with budget administration by processing purchasing requests, coordinating travel, managing procurement card transactions, preparing reimbursements, processing invoices, tracking accounts, and maintaining financial records.
- Respond to and appropriately route inquiries from faculty, staff, students, administrators, academic departments, and external partners while providing exceptional customer service.
- Coordinate special projects by monitoring timelines, tracking deliverables, compiling data, preparing status reports, and facilitating communication across departments.
- Support compliance initiatives, maintain data integrity, update websites and electronic forms, assist with employee onboarding, recommend process improvements, and perform other related duties as assigned.
QUALIFICATIONS:
- Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Higher Education Administration, Education, Communications, Office Administration, Management, or a closely related field.
- Three (3) or more years of progressively responsible administrative, office coordination, executive support, or business operations experience.
- Experience providing executive or administrative support in a professional office environment.
- Experience managing calendars, scheduling meetings, preparing correspondence, maintaining records, and coordinating reports and office operations.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace applications.
PREFERRED QUALIFICATIONS:
- Master's degree from an accredited college or university in Higher Education Administration, Public Administration, Business Administration, Organizational Leadership, Education, or a closely related field.
- Five (5) or more years of progressively responsible administrative or executive support experience, preferably in higher education.
- Experience working in Academic Affairs, a Provost's Office, Dean's Office, Registrar's Office, Faculty Affairs, Student Affairs, or a similar higher education environment.
- Experience supporting executive-level administrators in a complex academic or administrative setting.
- Experience using student information systems (SIS), enterprise resource planning (ERP) systems, learning management systems (LMS), or other higher education administrative technologies.
HOW TO APPLY:
Interested applicants must complete a Southern University employment Application.
APPLICATIONS SHOULD INCLUDE:
- A cover letter detailing experience and alignment with the role.
- A curriculum vitae (CV) or resume highlighting expertise and accomplishments.
- Three (3) professional letters of recommendation.
Point of Contact:
Dr. Caronda Bean
Office of Academic Affairs
A criminal background check and reference verification are required.
EEO/ADA Statement: The Southern University System complies with Title IX of the Education Amendments of 1972, Titles VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws. Southern University and A&M College forbids discriminating or harassing conduct that is based on an individual’s race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability, sexual orientation, gender identity, gender expression, genetic information, veteran or military status, membership in uniformed services, and all other categories protected by applicable federal and state laws. This commitment applies to but is not limited to decisions concerning hiring and promotion, the administration of educational programs and policies, scholarship and loan programs, and athletic or other college-administered programs. Discriminatory acts of any kind are strictly forbidden.