Academic Department Coordinator I

Job no:

R-0000000884

Position Title:

Academic Department Coordinator I

Faculty or Staff:

Staff

Full Time or Part Time:

Part time

In-Person, Hybrid, or Remote:

In-Person

Minimum Starting Rate of Pay:

$26.70

Rate of pay commensurate with experience

Start Date:

08/15/2024

Job Description:

The Program in Neuroscience and Behavior consists of two full-time core

faculty members, six affiliated faculty members, and one laboratory instructor. The Academic Department Coordinator position supports the work of this Program and its academic and curricular initiatives and partnerships. This position will interact with several other offices on campus, including other academic departments, the Registrar’s Office, and the Office of the Dean of Faculty.

The Academic Department Coordinator will provide support to and collaborate with the department chair and faculty members in the Program in Neuroscience and Behavior. We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment, and who possesses excellent organizational and time-management skills.

Proven technological skills with a high level of proficiency in Adobe Acrobat, Microsoft Office suite (especially Word and Excel), and Google Apps are required. Three to five years of work experience in an office environment, preferably in higher education, is highly desirable.

This position will be expected to carry out the following responsibilities:

• Assist the department chair and other faculty with planning and supporting programs and events, including departmental meetings, lectures/talks, and receptions. This will include making room reservations, ordering refreshments, publicizing events, setting up spaces, etc. It will require some flexibility in work hours including occasional work on evenings and weekends.
• Provide administrative support for departmental processes including but not limited to searches/new faculty hires, faculty reviews (such as tenure and promotion), external reviews, and annual reporting.
• Be responsible for greeting guests and creating a welcoming environment. Maintain a professional demeanor at all times and exhibit tact, grace, and discretion.
• Support departmental communications and assemble professional-quality electronic and hardcopy materials including reports, web materials, brochures and posters, newsletters, and other written materials.
• Update and assist with maintenance of the department’s websites, Google Sites, social media accounts, and other electronic resources.
• Meticulously maintain electronic and print files, including faculty personnel files, search materials, teaching evaluations, etc.
• Track and compile data and perform basic analysis. Prepare annual reports, documents, and spreadsheets as needed.
• Prepare meeting materials, including agendas and minutes, for a variety of groups.
• Process expenses, direct payments, and reimbursements, and follow Mount Holyoke’s financial policies and procedures. This position will resolve financial questions and problems related to reimbursements, internal grants, and research accounts and provide other financial assistance as needed.
• Assist the department chair with monitoring the department’s budgets and endowed funding. Help prepare annual budget reports and requests.
• Hire, train, and manage student workers. Plan and delegate tasks and ensure office coverage.
• Other responsibilities include general office tasks such as filing and other clerical work, and providing general administrative support.
• Ability to interact professionally with a diverse community of faculty, staff, and students and to manage relationships and collaborate with other college departments and offices.
• Strong human relations and interpersonal skills to maintain effective, professional, and cooperative working relationships with supervisors and coworkers, and all internal and external contacts including department chairs, faculty, students, and alumnae.
• Ability to work as part of a team, as well as independently, on a wide variety of projects.
• Ability to prioritize work duties and demonstrate effective time management skills.
• Ability to multi-task and transition quickly between projects to address specific
  
  
  

situations, and to manage multiple, concurrent projects, and still meet strict deadlines.

• Accuracy and attention to detail.
• Good judgment in decision-making and the ability to maintain confidentiality.
• Excellent oral and written communication capacities, with experience creating
  
  
  

communications as described above, as well as proofreading skills.

• Ability to communicate in a clear and courteous manner with diverse internal and
  
  
  

external audiences.

• Ability to provide quality customer service in a responsive and helpful manner.
• Experience monitoring and reconciling budgets will be a plus.
  
  
  

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:

• A cover letter summarizing interests and qualifications
• A complete resume or curriculum vitae
• For faculty positions, statements on mentoring, teaching, and research will also be required.
  
  
  

Mount Holyoke College is an Equal Opportunity Employer (EOE)

Mount Holyoke College, the leading gender-diverse women’s college, is dedicated to providing equal employment opportunities for all individuals regardless of their race, color, religion, sex, national origin, age, disability, or any other legally protected status. We are a diverse community of staff, faculty, and students, united in our mission to offer an intellectually adventurous education in the liberal arts through academic programs that are renowned internationally for their cross-disciplinary excellence, experiential approach, and commitment to diversity.

Mount Holyoke College is a welcoming and inclusive environment that values and respects individuals of all backgrounds. As an EOE, we encourage members of historically underrepresented groups or nontraditional backgrounds to apply for open positions at our institution. The College has a long-standing tradition of providing women and other historically underrepresented groups with access to an innovative educational experience that prepares students for purposeful leadership by integrating hands-on opportunities into the curriculum. We firmly believe that diversity enriches our community and enhances our ability to prepare students for success in an increasingly globalized world.

We are dedicated to providing equal opportunities for all qualified applicants and to building an exemplary workforce that reflects the diversity of our student body and the communities we serve. Our ultimate goal is to produce graduates who are capable of engaging thoughtfully, effectively, and boldly with the world.