Department Coordinator

About the role

Ashesi University is seeking a dedicated Department Coordinator to provide essential administrative support to academic departments on campus. This full-time position is based at the Berekuso campus, situated in the Eastern Region of Ghana. The Department Coordinator serves as a central point of contact for faculty, staff, and students within the assigned department. The role involves managing schedules, coordinating meetings, handling correspondence, and ensuring the smooth day-to-day functioning of all departmental activities. This position reports directly to the department head and works in close collaboration with other administrative teams across the university. The coordinator plays a vital role in maintaining organizational efficiency and supporting the academic mission of the institution.

Key facts

What you'll do

Coordinate and organize departmental meetings, including scheduling rooms and preparing detailed agendas for faculty discussion

Maintain and update department calendars to reflect important deadlines, academic events, and key institutional timelines

Manage internal and external correspondence between faculty, staff, students, and outside organizations on a regular basis

Support the preparation and timely distribution of departmental reports, documentation, and administrative communications to relevant parties

Assist with the onboarding and orientation processes for new faculty members and staff joining the department

Track and organize departmental budgets, purchase orders, vendor invoices, and monthly expense records with precision

Ensure that all office supplies, equipment, and learning materials are adequately stocked and maintained throughout the term

Coordinate travel arrangements and logistics for department faculty and administrative staff when official business requires travel

Support the planning and execution of departmental seminars, workshops, guest lectures, and other academic events

Maintain organized filing systems and ensure all departmental records, documents, and databases are current and accessible

Facilitate communication between the department and university central administration regarding policy updates, compliance, and procedural changes

Assist in the preparation of annual departmental reviews, performance reports, and strategic planning documents for leadership

Requirements

Bachelor's degree in business administration, education, or a related field from an accredited institution

At least two years of demonstrated experience in an administrative, coordination, or office management role

Strong written and verbal communication skills in English, with the ability to draft clear correspondence

Solid proficiency with standard office software and productivity tools, including word processing and spreadsheet applications

The ability to manage multiple concurrent tasks, prioritize competing deadlines, and maintain a high level of organization

Exceptional attention to detail and a consistent commitment to accuracy and quality in all completed work

Willingness to work on campus in Berekuso, Eastern Region, and adherence to the university code of conduct

Prior experience working in a higher education or academic environment is considered a strong advantage

Demonstrated interpersonal skills and the ability to build productive working relationships across diverse teams and departments

Familiarity with Ghanaian educational frameworks and institutional practices is considered a valuable asset for this role

Nice to have

Familiarity with university administrative systems, student information platforms, and other campus technology solutions is beneficial

Experience coordinating events, programs, or initiatives in an academic or educational setting is a strong plus

Knowledge of Ghanaian educational policies, accreditation standards, and institutional governance practices is highly valued

Additional language skills beyond English, particularly local Ghanaian languages such as Twi or Ewe, are welcomed

Experience with budget management, financial reporting, or grant administration in an academic context is advantageous

Skills & tools

Microsoft Office Suite including Word, Excel, and PowerPoint for document creation and data management

Google Workspace for collaborative document editing, shared calendars, and team communication and coordination

Calendar and scheduling applications for organizing meetings, appointments, and departmental events efficiently

Email and messaging platforms for managing stakeholder correspondence and internal communication channels effectively

Database management and electronic filing systems for maintaining organized and searchable departmental records

Budget tracking and spreadsheet applications for monitoring expenses, purchase orders, and financial documentation

Practical notes

This is a full-time, on-site position that requires physical presence at the Berekuso campus during working hours

The standard working schedule follows regular university business hours, typically Monday through Friday with occasional weekend events

Employees in this role are expected to be present on campus during regular working days and available for meetings

The Department Coordinator reports directly to the department head and collaborates closely with the broader administrative support team

Ashesi University is located in Berekuso in the Eastern Region of Ghana, and all staff must be based locally

The university offers a supportive work environment with opportunities for professional development and career advancement over time