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Academic Department Coordinator I
3 months ago
Job no:
R-0000000884
Position Title:
Academic Department Coordinator I
Faculty or Staff:
Staff
Full Time or Part Time:
Part time
In-Person, Hybrid, or Remote:
In-Person
Minimum Starting Rate of Pay:
$26.70
Rate of pay commensurate with experience
Start Date:
08/15/2024
**Job Description**:
The Program in Neuroscience and Behavior consists of two full-time core
faculty members, six affiliated faculty members, and one laboratory instructor. The Academic Department Coordinator position supports the work of this Program and its academic and curricular initiatives and partnerships. This position will interact with several other offices on campus, including other academic departments, the Registrar’s Office, and the Office of the Dean of Faculty.
The Academic Department Coordinator will provide support to and collaborate with the department chair and faculty members in the Program in Neuroscience and Behavior. We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment, and who possesses excellent organizational and time-management skills.
Proven technological skills with a high level of proficiency in Adobe Acrobat, Microsoft Office suite (especially Word and Excel), and Google Apps are required. Three to five years of work experience in an office environment, preferably in higher education, is highly desirable.
This position will be expected to carry out the following responsibilities:
- Assist the department chair and other faculty with planning and supporting programs and events, including departmental meetings, lectures/talks, and receptions. This will include making room reservations, ordering refreshments, publicizing events, setting up spaces, etc. It will require some flexibility in work hours including occasional work on evenings and weekends.
- Provide administrative support for departmental processes including but not limited to searches/new faculty hires, faculty reviews (such as tenure and promotion), external reviews, and annual reporting.
- Be responsible for greeting guests and creating a welcoming environment. Maintain a professional demeanor at all times and exhibit tact, grace, and discretion.
- Support departmental communications and assemble professional-quality electronic and hardcopy materials including reports, web materials, brochures and posters, newsletters, and other written materials.
- Update and assist with maintenance of the department’s websites, Google Sites, social media accounts, and other electronic resources.
- Meticulously maintain electronic and print files, including faculty personnel files, search materials, teaching evaluations, etc.
- Track and compile data and perform basic analysis. Prepare annual reports, documents, and spreadsheets as needed.
- Prepare meeting materials, including agendas and minutes, for a variety of groups.
- Process expenses, direct payments, and reimbursements, and follow Mount Holyoke’s financial policies and procedures. This position will resolve financial questions and problems related to reimbursements, internal grants, and research accounts and provide other financial assistance as needed.
- Assist the department chair with monitoring the department’s budgets and endowed funding. Help prepare annual budget reports and requests.
- Hire, train, and manage student workers. Plan and delegate tasks and ensure office coverage.
- Other responsibilities include general office tasks such as filing and other clerical work, and providing general administrative support.
- Ability to interact professionally with a diverse community of faculty, staff, and students and to manage relationships and collaborate with other college departments and offices.
- Strong human relations and interpersonal skills to maintain effective, professional, and cooperative working relationships with supervisors and coworkers, and all internal and external contacts including department chairs, faculty, students, and alumnae.
- Ability to work as part of a team, as well as independently, on a wide variety of projects.
- Ability to prioritize work duties and demonstrate effective time management skills.
- Ability to multi-task and transition quickly between projects to address specific
situations, and to manage multiple, concurrent projects, and still meet strict deadlines.
- Accuracy and attention to detail.
- Good judgment in decision-making and the ability to maintain confidentiality.
- Excellent oral and written communication capacities, with experience creating
communications as described above, as well as proofreading skills.
- Ability to communicate in a clear and courteous manner with diverse internal and
external audiences.
- Ability to provide quality customer service in a responsive and helpful manner.
- Experience monitoring and reconciling budgets will be a plus.
Background Checks:
Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will
