The Academic Administrator provides administrative and operational support for Math and Physics department and their chairs to ensure their smooth running. Administers and coordinates office procedures and activities related to faculty and students. Responsibilities may include support activities related to budget/accounting management; curriculum/scheduling; events; students; and/or tenure track and adjunct faculty searches. Supervise student worker(s). General Administrative ? First point of contact and primary department resource for the College community and visitors to the College. ? Maintain Department website, including faculty profiles. ? Liaison for Department technology and facilities issues ? Manages various departmental calendars ? May be responsible for taking minutes/notes at faculty meetings. ? Organize departmental prizes for commencement and convocation, (run prize contests, arrange for application review, submit winner information) ? Other general administrative duties as assigned (office supply ordering, phones, etc.) ? Select administrators: oversee van transportation calendar, book reservations and distribute keys, confirm driver certifications, and coordinate maintenance with Motor Pool. Budget/Accounting Management ? Oversight of department/program financial functions ? Works with Chair to track, reconcile and administer operating, current use, endowed and grant funds; occasionally required to steward endowed funds. ? Work in coordination with the Chair regarding Capital Budget recommendations. Submits approved requests. ? Works closely with Accounts Payable and the Controller’s Office to manage departmental accounting activities such as accounts payable, journal transfers, and monthly budget reports. ? Review, and reconciliation of department credit card (procard) statements; maintains financial documentation for audit purposes.
Curriculum/Schedule ? Curriculum: assists Department Chair and Faculty to assemble curriculum materials for each academic year; creates marketing materials for department(s) including flyers, brochures and electronic materials. ? Course listing process: maintain timelines for submission to course scheduling software and ensures faculty timely submissions; proofread to minimize errors on course listings; collaborate with external departments for cross-listed courses; updates course numbers as needed ? Communicates Registrar procedure and policy changes. ? Manages honors program application process and administration. ? Exam management: may schedule makeup classes/exams; may monitor exams when necessary; prepare final exams for faculty/Registrar’s Office (copy, stuff exam envelopes, pick up completed exams).
Events ? Operational event oversight and first point of contact regarding logistics, budget and accounting activity, promotion and communication for multiple events throughout the year. a. Logistics: primary event contact, hires vendors and student staff, makes any necessary travel arrangements, day-of-event setup and takedown b. Promotion and communication: initiates and maintains publicity schedule to promote events, produce publicity materials, maintains invitee list.
Student worker hiring ? Coordinates hiring process for student workers and with faculty when hiring their research assistants ? Creates job title/description and duties required (for student workers, research assistants). Post/manage student applications via Student Employment website.Interviews, negotiates and hires student worker (academic year and summer coverage positions) ? Assigns and reviews tasks and projects ? Handles student worker job reviews and makes recommendations ? Schedules work hours ? Approves timesheets ? Provides training on administrative processes ? Supervises students ? Coordinates with Student Employment and Payroll to ensure students have all the necessary documentation and forms so they can be officially hired. ? with Student Financial Services, Payroll
Miscellaneous Student and Student Groups (clubs) ? Coordinates student travel logistics to annual conferences, lectures, off and on campus events. ? Assist student groups with projects and events ? Book rooms for students via 25Live ? Circulates and monitors department student internship stipend information ? May assist student groups with projects and events
Tenure Track and Adjunct Faculty Search ? Manages campus visit budget. ? Handles scheduling and travel arrangements. ? Creates and maintains logistics of search. ? Creates student candidate evaluation form, compiles data, report results to search committee. ? Maintains confidential files for search committees.. ? Work with both internal and external faculty. ? Submits “green form” ? Works with multiple departments including Facilities, LTS, Provost, HR to coordinate new faculty onboarding. ? Onboarding/Reboarding: coordinates with Facilities (rooms painted, furniture/shelves added/removed, keys made, etc.), technology Support Services (phones), LTS (computer/software) to get offices prepared and ready for new faculty and faculty returning from leave. ? Compiles documentation for reappointments and promotions
This is a full time academic year position. (35 hours per week for 43 weeks)
Note: Different responsibilities are emphasized at different times of the academic year. Not all activities will take place in all academic departments each academic year.
• Office runs smoothly and efficiently. The Academic Administrator responds promptly to questions from faculty and/or other constituencies. The Academic Administrator is knowledgeable about procedures involved in general administrative and academic tasks.
• The departmental website is kept up-to-date. Printed and electronic materials are kept up-to-date.
• Budget materials are prepared in consultation with the chair and are submitted in a timely fashion. Budget monitoring is ongoing. Invoices are paid in a timely fashion.
• Curriculum and course schedules are prepared in consultation with the chair and submitted on time.
• Events run smoothly and are adequately supported (publicity, AV needs, food, etc.)
• Student(s) are assigned tasks and work supervised. Timesheets are submitted on time.
• Materials related to searches are organized and held in strict confidence. Logistics are handled smoothly.
High school degree required. Some post secondary education strongly preferred to provide the analytical and problem solving skills required to respond to varied demands and competing multiple projects. Also provides the communication skills (verbal and written) necessary for interacting with varied constituencies.
1-3 years’ related office experience
Skills and Abilities Required
Office management skills and attention to detail Strong computer and office software skills Excellent verbal and written communication skills Ability to work independently and to seek out answers from others at the College
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