Academic Administrative Coordinator - Philosophy

Part-Time Administrative Office Administrator

This part-time position will have responsibilities of administrative office functions within the Department of Philosophy 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 of an Academic Office Administrator

• 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.
• 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.
• Assist chair or program director with hiring, processing, and coordinating of graders, TAs, FRAPs and other specialized student positions.
• 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.
• 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.

Course Management and Scheduling

Academic Affairs

Administer Financials

Support the Department Student Advisory Committee (SAC)

Website, Tech Support and Social Media Communications

Data Collection

Other Responsibilities

Qualifications

Additional Information : This is a part time, non exempt level position (20 hours / 52 weeks / year). 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 :

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