The Academic Department Coordinator (ADC) assists their assigned academic department(s) with coordinating, organizing, compiling, and preparing data and written reports related to accreditation, curriculum review and development, assessment, grants, and other areas. The ADC will also represent the department(s) when working with individuals and offices within the Hobart and William Smith community and with external visitors and groups. This position currently provides administrative support to the departments of Biology, Chemistry, Geoscience, Mathematics & Computer Science, Physics, and Psychological Science.
Essential Responsibilities:
- Respond to inquiries requiring a broad understanding of work-area policies and procedures. Ensure that any inquiries are addressed and resolved.
- Resolve non-routine problems in a thorough and timely manner; use discretion in contacting the appropriate party to resolve a given issue and complete tasks.
- Compose and edit documents. Produce and coordinate class materials, including handouts, syllabi, exams, etc. Make photocopies and collate materials, such as grant proposals, tenure and promotion cases, and on-campus visits.
- Use various software, including PeopleSoft, Unimarket, Baseline, Outlook Office, Publisher, EvaluationKit, and 25Live. Easily navigate the web and perform searches.
- Create and maintain data bases specific to the department (Excel, Access). Research and gather information for projects, faculty personnel reviews, and external departmental reviews.
- Assist with faculty searches including job advertisement with discipline’s organizations’ listservs and/or their website’s job posting pages. – respond to applicant inquiries, assist applicants with use of Interfolio, coordinate job candidate travel and overnight stays for on-campus interviews, compile interview schedules. If it is necessary for applicants to submit materials via a different method, the ADC may need to upload copies into Interfolio for the Search Committee’s access. The ADC will be responsible to contact Interfolio or Human Resources for appropriate training if needed.
- Assist with the coordination of campus events including IT needs, meetings and appointments, prospective student visits, travel arrangements, and catering.
- Oversee budget monitoring including checking purchases against statements and maintaining proper files. Follow up on purchasing/accounting discrepancies. Prepare purchase orders using Unimarket. Process payments, stipends, faculty and student travel and grant reimbursement, and honoraria.
- Maintain filing systems and monitor efficiency. Manage updates as needed specific to own area.
- Maintain office supplies and inventory and assist with ordering equipment.
- Assist with faculty office assignments including order keys, name plates, furniture, coordinate office computer (desktop or laptop) with IT, Human Resources and other departments.
- Inform various campus offices of faculty away; forward mail as needed.
- Train and coordinate work of student workers.
- Provide support for honor societies such as Psi Chi and Phi Beta Kappa.
- Aggregate academic schedules from science division departments and distribute to chairs.
- Provide support for Student Learning Feedback Forms.
- Assume other related duties as required or assigned.
Other Information:
This is a 12-month, full-time, benefits-eligible, administrative hourly position. The benefit package includes but is not limited to: vacation; 10 paid holidays; sick time and personal days; medical, dental, and vision insurances; long-term disability coverage; life insurance; employee and dependent tuition benefit programs and retirement benefits. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.
- Associate degree or the equivalent of education and related work experience.
- Experience working in a higher education institution preferred.
- Working knowledge of Word, Excel, Outlook and data base systems, the web, software systems and office equipment.
- Strong interpersonal and communication skills.
- A sensitivity to working with a multi-cultural, diverse community.
- Ability to organize, multitask, manage and set proper priorities with independent judgment.
