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Position Detail - Academic Department Coordinator II

Academic Department Coordinator II

Apply now Job no: 492763
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 40

Work Schedule: 9--4:30 M-F 

Department Summary & Job Purpose:

The English Department seeks a department coordinator to work 37.5 hours per week during the academic year and additional hours, at least 24, during the summer. The position is an integral part of a large academic department. Working with the faculty of the department, the Academic Coordinator will interact regularly with other academic departments and with several other offices on campus, including the Registrar and 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, annual writing competitions, and receptions. This will include making room reservations, ordering refreshments, publicizing events, setting up spaces, and corresponding with speakers and prize contestants. It will require some flexibility in work hours, including occasional work on evenings and weekends and some work in the summer.
  • 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.
  • Support departmental communications and assemble professional-quality electronic and hard copy 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, and teaching evaluations.
  • 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, restricted funds, 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, providing general administrative support, and working with student majors and liaisons on their activities.

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 their 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 professional manner with diverse internal and external audiences.
• Ability to provide quality service to faculty, staff, and students in a responsive and helpful manner.


Preferred Qualifications: Experience monitoring and reconciling budgets is a plus.

License/Certifications:

Compliance Requirements: 

Physical Demands: Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.

Working Conditions: Typical office or administrative work. The employee is not substantially exposed to adverse environmental conditions.  

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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Applications close:

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