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Academic Office Coordinator, Humanities and Classics

4 months ago

Kalamazoo, United States Kalamazoo College Full time

**Kalamazoo College among the **300 Best Small Employers** according to Forbes.**:

- Submit Application

**Position Summary**:
**Nature of Duties**:

- Perform office functions including:

- Physical Inventory: office supply inventory, office equipment maintenance;
- Document maintenance: organization and maintenance of departmental files (both computer and hard copy);
- Organize and maintain student information areas including syllabi file, and several bulletin boards;
- Daily pickup and delivery of mail, copy jobs and supplies to and from campus Mail Center, and distribution of incoming and outgoing mail;
- Liaison between faculty, students and other departments on campus;
- Business Office correspondence including payment of invoices, reimbursement and advance requests, etc.;
- Submission of exam and desk copy requests;
- Extensive photocopying, scanning, and collating;
- Provide organizational support for various activities, such as SIP Symposia, K-Fest, Senior receptions and dinners, etc.;
- Maintain and monitor departmental budgets; and
- Assisting in various projects as needed by faculty.
- Coordinate departmental events including readings, lectures, films, cultural events, faculty and student gatherings/dinners, Declaration of Major Day and departmental meetings. Duties include room reservation, media requests, catering arrangements, public relations and campus life notification, production and distribution of flyers, and coordinating student involvement in events.
- Handle arrangements for visiting lecturers including travel arrangements (extensive searching for the most economical and practical travel), hotel accommodations, coordinating dinner, lunch, reception arrangements, and honorarium requests.
- Maintain facilities of Humphrey House (HH) including notifying Facilities Management of any problems or concerns with the house; keep track of room reservations made through the central reservation system for HH lounge and seminar room and send House Guidelines to those who have booked those rooms; act as a liaison between faculty and computer services.
- Maintain departmental web pages, i.e., assist in the development of and update web pages on a regular basis.
- Create and maintain departmental and program Teams sites.
- Maintain Senior Individualized Project (SIP) libraries for each department including recording all SIPs handed in to our departments, assisting with electronic filing of SIPs through CACHE, and keeping track of any hard copy SIPs archived in Humphrey House.
- Supervise and select student workers including: preparing a quarterly work schedule, training workers on daily procedures, overseeing projects, and quarterly performance evaluation.
- Serve on committees as needed (including Campus Safety Committee)
- Computer knowledge utilized:

- Microsoft Word, Adobe: Proficiency required to produce basic word processing documents, advanced documents incorporating charts and graphs, record keeping, and mail merge documents for mass mailings.
- Microsoft Excel, PowerPoint, and Publisher: used for tracking departmental business, creation of invitations and flyers, etc.
- WordPress: used for updating departmental web pages.
- Office 365, Teams: used for maintain content and communications.
- Other software as needed.
- Other duties as assigned.

**Qualifications**:

- Minimum two years college training preferred.
- Computer proficiency with electronic mail and Microsoft Office, including Word and Excel; experience with PowerPoint preferred. Ability to produce basic word processing documents, invitations and flyers.
- Excellent written and verbal communications skills as well attention to detail and accuracy.
- Strong organizational skills with ability to work independently, prioritize workload, work on multiple tasks, and meet deadlines.
- Must be flexible, diplomatic, and able to work effectively with faculty, students and other constituencies.
- Previous experience working in higher education environment a plus.
- Physical requirements include the ability to work in an office environment with extensive use of computers and telephones; to read, write and handle paper documents.

**Benefits**:

- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance

**About Kalamazoo College**:

- Kalamazoo College_ is a selective, nationally known liberal arts college offering students a personalized, integrated undergraduate experience known as the K-Plan that interweaves a traditional liberal arts curriculum with individualized research and experiential educational experiences in both domestic and international settings. Founded in 1833, Kalamazoo College is one of 40 dynamic _Colleges That Change Lives_, a group of 40 colleges that excel at developing potential, values and initiative, and provide the foundation for success beyond college. The campus is locat