Academic Division Coordinator

The Academic Division Coordinator is responsible for the efficient office operation of the History & Society division balancing the needs of multiple faculty members. This includes assisting staff, visitors, students, student organizations, and other faculty housed in the Division Coordinator’s building.

WHAT YOU WILL DO

In consultation with the Division Chair, coordinates/supports the division course staffing and scheduling, contract load, and accreditation visits.

In conjunction with the Division Chair, ensures accuracy of all part-time faculty teaching information prior to submitting their payments into Workday through Period Activity Pay, and generates data sheets for full-time faculty overloads for the Dean of Faculty’s Office review and contract initiation.

Assists Division Chair with logistics of the annual faculty performance appraisal process.

Assists Division Chair in managing the tenure and promotion process and ADMB review of non-tenure track contracts.

Assists Division Chair with the visiting scholar process.

Supports the Division Chair by maintaining their calendar; coordinates meeting logistics and special events which may include recording meeting minutes.

Assists with logistics of faculty recruitment process, along with assistance in orientation and integration of new and adjunct faculty.

Assists faculty in their preparation for delivery of courses. Provides administrative and technical support to multiple faculty members including assistance with presentations, proofreading and editing of correspondence and research materials, and maintaining knowledge of current technical advances that affect their work environment. May support faculty in setting up their courses on Blackboard/Canvas, managing syllabi, and editing and posting documents.

Proctors student make-up exams as needed.

Responsible for the design, development, and maintenance of division web pages in collaboration with College Marketing.  Proactively suggests changes that may help better market the division.

Responsible for managing social media accounts, including Twitter.

Directs and channels incoming mail, forwards and answers email inquiries, ships and tracks courier shipments and delivery of confidential materials and handles routine and complex correspondence, inquiries and interactions with faculty, students, alumni, trustees, Olin College, and company representatives to ensure that necessary information is disseminated and minor problems are resolved quickly and efficiently.

Assists in budget maintenance; works with the budget office to update, clarify, and process budgetary changes and discrepancies.

Oversees building/office facility issues including, but not limited to: housekeeping issues, computer issues, office assignments, set-ups and moves, telephone, HVAC issues, and AV equipment, copier issues, etc.

Coordinates travel arrangements and assist as needed with expense records for reimbursements for faculty and Division Chair.

Assists with coordinating trips for visitors and/or speakers to the College whether for class or to meet with faculty/staff.

Independently authorizes vendor purchases and payments; has discretionary use of Babson Procurement Card; and reconciles and meets with auditors regarding same.

Updates syllabi archives in conjunction with library staff.

Manages the book/case ordering process by regularly interfacing with appropriate stakeholders including publishers’ representatives, publisher’s websites, and bookstore.

Helps the Division Chair create a positive, collaborative atmosphere around the division.

Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE

Student employees

WHAT EDUCATION AND SKILLS YOU WILL NEED

Bachelor’s Degree (or Associate’s Degree & equivalent work experience)

A minimum of 3-5 years of related experience.

Must have excellent organizational, interpersonal, and communication skills.

Ability to always maintain a high degree of confidentiality.

Ability to prioritize workload based on the needs of the division.

Must be detail-oriented and able to multi-task in a fast-paced academic environment.

Must have strong customer service skills.

Must have strong technical skills including proficiency in Microsoft Office (Word, Excel, Access, and PowerPoint).

Must have knowledge of Canvas, SharePoint, and Workday.

Ability to work with ethnically, culturally, and socially diverse students, staff, and faculty

Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

Must have the flexibility and willingness to assume new tasks and special projects as well as take the initiative.

HOW AND WHERE YOU WILL WORK

Requires work onsite 4 days/28 hours per week (Monday-Thursday) with potentially up to an additional 4 hours on Fridays as needed (Fridays are remote); the on-campus requirement is subject to modification based on organizational need. 

ADDITIONAL SKILLS YOU MAY HAVE

Prior experience in higher education preferred.