Academic Department Coordinator

About the University

Established in 1965, Metropolitan State University (MSU Denver) was founded to serve students who were underrepresented in higher education whose life paths and experiences did not fit the traditional mold. Sixty years later, the University continues to serve over 16,000 of Colorado's extraordinary and diverse students, providing them with the foundation on which to build their unique aspirations. As the third largest public institution of higher education in Colorado, MSU Denver is a model university for today's college students.

Proud of its federal designation as a Hispanic-Serving Institution that also offers graduate programs (gHSI) and the only Seal of Excelencia certified institution in Colorado, the University serves the most diverse undergraduate student population in the state, as well as the most first-generation students. Through affordable, flexible, and holistic education, MSU Denver helps students build essential skills grounded in a multicultural and global perspective that lead to undergraduate and graduate degrees, and career and life success.

Position Summary

MSU Denver is seeking applicants for an Academic Department Coordinator position within our Department of History. The Academic Department Coordinator plays a vital role in supporting the department's mission of teaching and learning while upholding the university's commitment to excellence, ethics, and accessibility. The Academic Department Coordinator provides confidential assistance to the department chair and faculty, ensuring smooth operations across academic, administrative, and resource management functions, including strategic and operational oversight of departmental budgets.

The candidate selected for hire will demonstrate professional, efficient, and effective management by delivering timely and courteous service to all constituencies-including students, faculty, staff, and the public. This position actively contributes to the university's strategic goals through a commitment to fostering relationships that support student success, retention, graduation, and a strong sense of community.

Responsibilities

Academic Scheduling

• Course Scheduling and Faculty Coordination
  • Coordinate course schedules, faculty assignments, and classroom placements to align with departmental goals.
  • Assist in planning course rotations and faculty teaching loads to ensure coverage and consistency.
  • Collaborate with faculty and administration to resolve scheduling conflicts and optimize instructional delivery.

• Enrollment Management
  • Input, monitor, and update enrollment data, including waitlists and registration trends.
  • Recommend section modifications or cancellations based on enrollment patterns and resource availability.
  • Generate reports to support enrollment decisions and departmental planning.

• Registrar and Schedule Accuracy
  • Process adjustment forms and work with the Registrar's Office to ensure schedule accuracy before public release.
  • Assist with cross-listing coordination across departments and programs.
  • Confirm final schedule details and troubleshoot discrepancies in collaboration with university offices.

• Space and Resource Optimization
  • Recommend classroom assignments based on course needs and available resources.
  • Support strategic planning for space allocation during peak and off-peak times.

Cost Center Expenses and Budgets

• Budget Oversight & Strategic Planning
  • Develop and enforce procedures for managing departmental operating budgets.
  • Track spending, forecast trends, and aid in allocation of resources to support strategic planning.
  • Detect funding challenges and develop strategies to mitigate financial risks.

• Financial Systems, Reporting & Compliance
  • Use Workday and other systems for financial tracking and reporting.
  • Maintain audit-ready documentation.
  • Ensure compliance with university, state, and college fiscal policies and procedures.

• Fiscal Authority & Account Management
  • Share signatory authority with Department Chair over operating budgets, program fees, and foundation accounts.
  • Authorize expenditures across multiple accounts (Office of Continuing Education [OCE], University Foundation, Summer revenue)

• Procurement, Vendor & Travel Coordination
  • Oversee vendors selection, billing, and payments in alignment with institutional standards.
  • Prepare and process paperwork for faculty travel, advances, and reimbursements.
  • Coordinate financial documentation for study abroad and field programs.

Supervision of Personnel and Front Office

• Faculty Support
  • Aid in onboarding and support of all faculty withing the department (tenured/tenure track, instructor, and affiliate)
  • Generate and process faculty-related paperwork in WorkDay
  • Initiate affiliate faculty contracts
  • Assist in maintaining affiliate faculty pool
  • Assist with arranging travel (spend authorizations and expense reports)

• Student Worker and Intern Support
  • Hire, onboard, and support student workers (work study and student hourly) and student interns.
  • Train, schedule, and supervise of departmental student workers
  • Approve leave requests and timesheets

• HR Compliance
  • Ensure compliance with university policies during recruitment and managing onboarding tasks such as office setup and computing needs.
  • Manage sensitive personnel records, ensuring confidentiality and accuracy in all documentation and employment-related processes

• Media, Marketing, and Social Media Support
  • Assist in developing and distributing departmental marketing materials, newsletters, and event promotions
  • Maintain and update department website content and digital assets
  • Support social media strategy and execution across platforms to enhance visibility and engagement
  • Coordinate photography, videography, and graphic design needs for departmental initiatives

Reports, Contracts, and Record Keeping

• Compliance and Reporting
  • Provide confidential administrative support to the Chair and faculty.
  • Ensure ADA compliance in course materials, marketing and social media, and classroom environments.
  • Support faculty and students with federal, state, and university adherence.

• Program Assessment
  • Provide program statistics as needed for accreditation reports and visits.
  • Assist with payment to accrediting bodies for fees

Other Duties

• Event Plannings
  • Aid in coordinating academic meetings, panels, and departmental meetings and conferences; department gatherings; and student events

• Student Facing
  • Assist students with enrollment issues, registration challenges, and general academic inquiries.
  • Serve as a liaison between students and faculty to promote a supportive learning environment.

Job Skills, Knowledge, and Competencies

• The ability to communicate professionally and effectively in writing and verbally with a wide variety of constituents
• Strong organizational skills with attention to detail in managing contracts, reports, and records
• Ability to maintain confidentiality and handle sensitive personnel and student information
• Knowledge of ADA compliance standards in digital and physical environments
• Ability to build positive relationships and work collaboratively with faculty, students, and administrative staff
• Demonstrate commitment to creating a supportive and inclusive environment
• Strong proficiency in Microsoft Office Suite; computer and technological proficiency with the ability to learn new systems, software, and tools

Required Qualifications

• Bachelor's degree or a combination of education and experience (2 years of experience is equivalent to 1 year of education)
• Minimum of 2 years of professional administrative, program coordination, or other relevant experience
• Familiarity with social media platforms (e.g., Instagram, Facebook, X/Twitter, LinkedIn) and scheduling tools

Successful applicants will ensure their resume clearly demonstrate that their work experience describes how they meet all required qualifications.

Preferred Qualifications

• Familiarity with website content management systems (e.g., WordPress, Drupal)
• Basic graphic design and media editing skills (e.g., Canva, Adobe Creative Suite, or equivalent)
• Experience developing marketing materials and managing digital campaigns
• Experience supporting event logistics including scheduling, promotion, and coordination
• Experience with data entry and reporting tools (e.g., Workday or similar HRIS systems)
• Experience in higher education or academic department administration
• Familiarity with accreditation processes and reporting requirements

We encourage you to apply even if you do not meet every preferred qualification. We are most interested in finding the candidate who will best contribute to the Department of History and the University.

Schedule Information

• Full time, 40 hours per week
• Exempt
• Hours: Monday - Friday, 8:00 am - 5:00 pm
• Evenings and Weekend Work: As needed, for events and professional development
• Schedule: Hybrid with Mondays - Thursdays in person on campus and remote work on Fridays
• Travel: Rarely, for events and professional development

Salary for Announcement

Under Colorado law, MSU Denver is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account a variety of factors including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The salary range that the university reasonably expects to pay for this position is $52,000 - $59,000.

This position is paid monthly and is eligible for MSU Denver benefits.

Instructions to Apply

Please apply by visiting our career site, https://www.msudenver.edu/careers/ and searching for JR104598.

For full consideration, the following documents must be submitted:

• Resume
• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

Professional references and their contact information will be requested from the finalist/s. At least one reference provided must be a supervisor (either current or former).

Official transcripts will be required of the candidate selected for hire.

Deadline

Applications accepted until position filled; priority given to applications received through Friday, October 31, 2025 at 11:59 PM MST.

Open Until Filled

The University's benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as accessto a long-term disability (LTD) plan.Visit MSU Denver'sbenefits websiteto learn more.

For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf.

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu.

Background Checks

Metropolitan State University of Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To Assist in achieving that goal, we conduct background checks on all finalists for positions at the University prior to employment.

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.