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Position Detail - Academic Department Coordinator II

Academic Department Coordinator II

Apply now Job no: 492741
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support, Other

Position Type: Staff Full-time

Hours per week: 37.50   

Weeks per year: 40

Work Schedule: 8:30-5:00 

Department Summary & Job Purpose:

The Economics Department and program in Entrepreneurship, Organizations, and Society (EOS) at Mount Holyoke College seeks a department coordinator to work 37.50 hours per week during the academic year and 24 hours total during the summer. This position is an integral part of the administrative team and provides administrative support and coordination to faculty in the department, while working collaboratively across the academic division and wider Mount Holyoke community.
The Department of Economics and EOS consists of twelve full-time faculty members. The Academic Department Coordinator position supports the work of this department, as well as several academic and curricular initiatives and partnerships, including cooperation across the Five Colleges. This position will interact with several other offices on campus and regularly with other academic departments, the Registrar’s Office, and the Office of the Dean of Faculty.

 

Core Job Duties and Responsibilities: 

Under the supervision of the department chair, the Academic Department Coordinator will:

  • Provide support to and collaborate with the department chair and faculty members in the department.
  • 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 account, 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, maintaining the department’s inventory of supplies, and providing general administrative support. 

Qualifications: 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. Mount Holyoke uses Moodle to manage course materials.
The successful candidate will demonstrate the following skills and abilities in his/her application materials:
• 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.

 

Physical Demands: Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/ or leg control requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.

Working Conditions: Environmental and Atmospheric
• The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver

Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references. 

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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