Position Detail - Administrative Coordinator

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday, 8:30 am to 5:00 pm; occasional nights and/or weekends as needed

Salary range: $20.50 - $21.00 per hour

Department Summary & Job Purpose:

Library, Information, and Technology Services (LITS) is committed to empowering a diverse and inclusive learning community, equipping every person to purposefully engage the world. LITS connects people with the information, expertise, spaces, and technologies that enhance their work and fuel scholarly endeavors.

The Administrative Coordinator will join the LITS Admin team to deliver exceptional administrative support for LITS staff and ensure divisional operations flow smoothly so that the LITS organization is aligned with and responsive to the needs of the MHC community.

Summit is a multi-year initiative developed by the MHC community to implement the student-centered vision for services and processes. The Administrative Coordinator will contribute valuable administrative support that will enable the Summit Project Team to stay focused on the implementation of Workday and other activities to guide the community in simplifying and streamlining business processes.

This position reports to the LITS Strategic Operations Manager and Summit Change Manager Lead. It is a term-delimited position through September 2026, working 37.5 hours/week with full benefits.

Core Job Duties and Responsibilities: 

• LITS Administrative Support (.75% FTE)
  • Coordinates and facilitates the day-to-day activities of the LITS administrative office to ensure operations flow smoothly.
  • Performs general office management tasks, such as supply inventory/ordering and employee record maintenance, that allow LITS staff to focus on their work.
  • Receives and manages inquiries and reservations related to LITS spaces.
  • Monitors LITS buildings and arranges with Facilities Management to address planned and unplanned work.
  • Serves as principal liaison to the Human Resources department regarding recruiting/hiring, payroll, FMLA, and other leave policies, and coordinates other staff and student employment matters, paperwork, and forms.
  • Manages collection and submission of sensitive and/or confidential library and IT data for campus, regional, consortial, state, and national organizations.
  • Manages CIO’s calendar, coordinating meetings and activities, based on an understanding of the complex and sensitive nature of priorities.
• Summit Administrative Support (.25%FTE)
  • Provides scheduling support to the Summit Project and Change Management leads.
  • Collaborates with Summit Project and Change Management leads to coordinate Workday training administration, including but not limited to, tracking participants, materials, and details.
  • Provides general administrative assistance to the Summit Project and Change Management leads, including but not limited to, updating Summit-related documentation and website, and tracking feedback received.
• Other responsibilities
  • Furthers the College's diversity, equity, and inclusion (DEI) goals by engaging with colleagues to create a welcoming, inclusive, accessible, and user-centered environment in which a diverse population of students, faculty, and staff can thrive.
  • Keeps abreast of new trends, tools, opportunities, and campus needs as related to LITS spaces and services. 
  • Ensures compliance with professional and technology standards, license and regulatory requirements, and MHC standards, policies, and procedures.
  • Maintains a high level of quality customer service standards in responding to questions and problems.
  • Evening and weekend work, as necessary. In some circumstances, it may be important to assist during adverse weather and emergency situations to ensure essential services and service points are covered.
  • Attends and contributes to major campus-wide or LITS-sponsored events, which may be held at night, on weekends or holidays, and which are part of every employee’s core responsibilities.
  • Performs related duties as assigned.

Qualifications:

• Minimum of three to five years of providing administrative support
• Demonstrated commitment to contribute to an inclusive working and learning environment in which diverse individuals can thrive.
• Ability to manage multiple tasks and priorities simultaneously and effectively in a fast-paced environment.
• Strong computer skills, especially with office productivity tools such as Google Apps or Office 365; a willingness to learn other software applications as needed to facilitate LITS work.
• Excellent oral and written communication, organization, and problem-solving skills and the ability to work independently with minimal supervision.
• Demonstrated ability to work effectively with diverse groups of constituents.
• Ability to maintain a professional and tactful approach in all interactions, ensuring confidentiality and an individual’s right to privacy regarding appropriate information.
• Enthusiastic service orientation with sensitivity to the needs of users at all skill levels.

Preferred Qualifications:

• Bachelor’s degree is preferred but we will consider all candidates with experience that support the requirements of the position.
• Experience working in an academic setting.

Physical Demands: 

• Operates office equipment and computers to perform essential duties and responsibilities.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• 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: 

• The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).  
• Parts of the building are inaccessible

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; application materials must include:

1. A cover letter summarizing interests and qualifications
2. A complete resume or curriculum vitae
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.