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Position Detail - Academic Department Coordinator I (350)

Academic Department Coordinator I (350)

Apply now Job no: 492770
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Executive/Management/Professional, Administrative/Executive/Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 40

Work Schedule: 9-5 

Salary Range:  $19.75-$20.40

Department Summary & Job Purpose:

The Department of Film Media and Theater Department at Mount Holyoke College seeks a department coordinator to work 37.5 hours per week during the academic year (40 weeks). This position is an integral part of the administrative team and provides administrative support and coordination to the Chair, ten full-time faculty, including visiting faculty, while working collaboratively across the academic division and wider Mount Holyoke community.

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: 

  • Provide support to and collaborate with the department chair and faculty members in the department with planning and supporting programs and events, including departmental, production and Dean of Faculty administrative staff monthly meetings, lectures/talks, and receptions. This will include but not be limited to making room reservations, ordering refreshments, publicizing events, setting up spaces, attending meetings as directed by the chair, prepare meeting materials, agendas and minutes, for a variety of groups, etc.
  • Provide administrative support for departmental processes including but not limited to searches/new faculty hires, new hires and temporary hires, faculty reviews (such as tenure and promotion), external reviews, annual reporting, equipment maintenance, ordering of supplies, work orders. Input data to online College course catalogue (updating course, personnel and major/minor information), schedule course class times,
  • Support departmental communications and assemble professional-quality electronic and hardcopy materials including posters, production media, master calendars for productions & events, EMS calendar, reports, websites, Google Sites, social media account, press releases, listserves, and other electronic resources brochures and posters, newsletters, and other written materials; distribute materials in the appropriate medium.
  • Process expenses, direct payments, royalties, 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 and reconciling the department’s budgets and endowed funding to include departmental purchase cards. Help prepare annual budget reports and requests for submission to the office of the Dean of Faculty, yearly budget requests to Director of Facilities Management for major repairs, alterations or improvements to the building. Department budgets are multi-faceted to include production and project specific budgets. - Submit student data to JobX, hire, train, schedule and supervise student workers to include student production managers/box office assistants, House Managers/Publicists, Ushers, and office workers. Plan and delegate tasks and ensure office coverage and oversee/authorize bi-weekly time sheets for workstudy and oncall staff.
  • Maintain electronic and print files, including faculty personnel files, search materials, teaching evaluations, student files, archives, etc.
  • Track and compile data and perform basic analysis. Prepare annual reports, documents, and spreadsheets as needed.
  • Oversee production card data necessary for graduating seniors
  • Attend various functions during evening and weekend hours, on occasion.
  • Be responsible for greeting guests and creating a welcoming environment. Maintain a professional demeanor at all times and exhibit tact, grace, and discretion.
  • Other responsibilities include general office tasks such as filing and other clerical work, and providing general administrative support and meeting with the general public and prospective students. 
  • Skill Sets: We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment, and who possesses excellent organizational and time-management skills. The successful candidate will demonstrate the following skills and abilities
  • 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 manage departmental office effectively and efficiently
  • Excellent command of Word, Excel, Drupal webpage maintenance, Event Management System (EMS), and willingness to learn other programs as needed. 

Qualifications: Three to five years of work experience in an office environment, preferably in higher education, is highly desirable.
Proven technological skills with a high level of proficiency in Adobe Acrobat, Microsoft Office suite (especially Word and Excel), and Google Apps are required.
Experience managing and updating website information, social media platforms, such as facebook and twitter, and content required.
Experience managing and reconciling budgets and creating financial reports is required.

Preferred Qualifications: Preferred Qualifications:
Experience with Drupal to maintain our websites a plus.


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. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working Conditions: 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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