Administrative Coordinator

College of the Holy Cross
paid time off
United States, Massachusetts, Worcester
1 College Street (Show on map)
Dec 07, 2024
Administrative Coordinator College of the Holy Cross Description This position involves supporting the Department of Critical Race and Ethnic Studies as well as the Whall Chair in Race, Gender, and Social Justice, and the HHMI Inclusive Excellence grant. This position will have responsibilities of administrative office functions which includes communicating with students, faculty, staff and administrative offices; ensure functionality of office equipment and maintain office supply inventory; communicate with each department's faculty on matters such as submission of syllabi, grades, textbook information etc; provides assistance to faculty and department chair during academic meetings. Serve as a resource to the Student Advisory Committee (SAC). Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements. Maintain department budgets and financial recordkeeping; create and submit check requests, purchase orders, and online purchases as necessary. Assist with special projects and personnel, as appropriate to the program. Day-to-Day Administrative Responsibilities Maintain public spaces; coordinate office moves with Physical Plant, ITS, the faculty/staff involved, and others. Assist with ordering classroom, studio, lab, and other teaching materials, and provide faculty support for copying and scanning. Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements. Ensure functionality of office equipment and coordinate repairs, submit requests for building maintenance and hardware needs, and maintain office supply inventory. Maintain department/program calendar. Monitor College deadlines and changes in administrative procedures, and communicate them to faculty and staff. Collect and distribute mail, handle outgoing mail and packages. Schedule and organize meetings, special testing schedules, events; coordinate schedules; reserve meeting spaces using the Event Management System (EMS) or other appropriate software; arrange for event refreshments, communicate information, track RSVPs, and adhere to budget allowances. Function as liaison with other departments/programs/offices across campus, as well as outside vendors. Hire, train, and supervise work-study students and other student employees, as appropriate to the program; approve student employee's time punch, and/or report time to Payroll (if needed in future). Assist chair or program director with hiring, processing, and coordinating of graders, TAs, FRAPs and other specialized student positions (if needed in future). Organize and facilitate communications for department/program meetings; make, disseminate, and file electronic meeting minutes. Assist with preparation of department or program marketing and communication materials, including brochures, posters, and handouts. Maintain department files, both digital and paper formats. Maintain confidentiality of protected and sensitive information. Monitor faculty files to ensure they are complete. Acquire and update skills in Microsoft Word, Excel, Canvas, Google and other systems, including Instagram. Facility with Canva and graphic design is a plus. Course Management and Scheduling Assist chair or program director with preparation, processing, and editing of course descriptions using CIM and other appropriate software. Work with the Registrar's Office, department chair or program director, and faculty to organize and initiate course scheduling using STAR, CIM, CLSS, and other appropriate software. Assist chair or program director with student enrollment logistics using STAR and other appropriate software. Assist chair or program director with analysis and processing of student records, as appropriate to the program or department. Academic Affairs Coordinate logistics of faculty job searches; assist with scheduling, placing of job ads, communication, campus or online interviews, and campus visits; process reimbursements; track and respond to general candidate inquiries, application materials, and unsolicited CVs. Facilitate, in conjunction with the Provost's Office, faculty searches in Interfolio. Assist with reporting and tracking. Manage search status and archive searches. Create position files. Coordinate with Provost's Office to set up new offices, purchase start up materials, and coordinate office setup with Facilities and ITS. Onboard new faculty members; train (assist) on appropriate systems and equipment, etc. Serve as a point person for visiting faculty. Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). Work with the Provost's Office on separating/retiring faculty logistics. Work with the Provost's Office and department chairs/directors on MOU logistics for joint faculty appointments Administer Financials Maintain department/program budget and financial recordkeeping. Use Chrome River, Adaptive Insights, PeopleSoft, and other appropriate software to input data, perform account reconciliation, and submit monthly expense reports. Create and submit check requests, purchase orders, journal entries, and online purchases. Process secure documents to be submitted to the Finance Office, such as tax forms, electronic fund transfers (EFTs), and deposits to the College. Coordinate paperwork between the Controller's Office, Budget Office, Provost's Office, and the department/program. Process contracts with the Legal Counsel and Finance Office. Assist faculty with travel preparation, reimbursements, and expense reports. Maintain a list of active grant lines and track their use. Maintain budget files and log of expenditures, providing periodic updates to the chair/program director. Support the Department Student Advisory Committee (SAC) Serve as a resource to the Student Advisory Committee (SAC). Assist in coordinating SAC elections, scheduling, and administration of electronic course evaluation forms (eCEF), faculty review roles, and planning events. Oversee and coordinate the reviewing of eCEFs by SAC members, maintaining confidentiality and security of the forms. Website, Tech Support and Social Media Communications Work with department or program to manage digital display screens. Maintain up-to-date website/Ignite pages and social media accounts. Assist with development of content, including tracking alumni career trajectories. Compile, edit and publish Newsletters. Serve as ITS liaison (potentially). Help maintain and/or install specialized software used by faculty and students. Work with ITS and faculty to identify hardware and software needs of the department. Data Collection Help with collection, filing, and dissemination of departmental data and surveys. Assist the departmental/program committees. Whall Chair Administrative Assistant Responsibilities Assisting with the process of applying for US visa for potential international speakers Assisting with organizing events (reserving room, ordering food, emailing invitations, ordering posters and distributing them) Assisting with processing funding requests (Chrome River and allocation from different programs) Communicating with speakers in advance to arrange travel plans Assisting with arranging transportation and living arrangements for speakers Attending the events and aiding the speakers with any request HHMI Administrative Assistant Responsibilities Schedule and organize meetings, special testing schedules, events; coordinate schedules; reserve meeting spaces using the Event Management System (EMS) or other appropriate software; arrange for event refreshments/meals, communicate information, track RSVPs, and adhere to budget allowances. Maintain program calendar including internal Holy Cross events and events hosted by the 14-institution learning community cluster (LCC3). Organize and maintain accessible electronic repository of Holy Cross HHMI team documents and records Assist with preparation of marketing and communication materials for program sponsored events, including brochures, posters, and handouts. Create and submit check requests, purchase orders, journal entries, and online purchases. Process speaker and consulting contracts. Assist speakers and consultants with travel preparation, reimbursements, and expense reports. Maintain budget files and log of expenditures, providing periodic updates to the program director. Maintain up-to-date website/Ignite pages. Help with collection, filing, and dissemination of data and surveys. Attend program events and provide logistical support Assist with HHMI summer workshop planning and execution (3-4 day event during June or July) Job Requirements: Associate's degree, B.A./B.S. preferred. One to Three years of related experience. Must have some experience with bookkeeping, account management or experience submitting expense paperwork for payment Must be able to work well with students, faculty, staff and administration while providing great customer service for internal and external parties Possess good interpersonal communication skills, as well as strong oral and written communication skills Demonstrate good organizational, spelling and proofreading skills, be detail oriented, adaptable, flexible, and work with multiple interruptions Demonstrate the ability to maintain and be responsible for confidential information. May require some work in the evenings. ADDITIONAL INFORMATION: This is a full time, non-exempt level position. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including: Tuition benefits Wellness programs & ongoing Training and Development opportunities Generous paid time off The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace. To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits APPLICATION INSTRUCTIONS: Please attach a cover letter addressing the position requirements along with your resume. In your cover letter please address how your work might support the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission) and its core commitment to diversity and inclusion. Please provide examples of any past work that illuminate your commitments in these areas. For more information, please visit the following website: http://holycross.edu/diversity. Review of applications will begin as received and continue until the position has been filled. To apply, please visit: https://jobs.jobvite.com/holycross/job/o2uWufwG jeid-1bc2f0742a18354f89d38a1e7b4284aa