Academic Affairs Coordinator

Position Title: Academic Affairs Coordinator
Reports to: Dean of Academic Affairs
Status: Full-time, Exempt, 37.5 hours per week.

Summary: The Academic Affairs Coordinator position serves as a key member of the Academic Affairs department, conducting major functions in support of the Dean, Associate Dean and Academic Affairs staff. This position requires a high level of customer service and attention to detail as it is often a first point of contact for faculty, staff and students.

Major Functional Areas and Description of Duties:

  • Maintains and manages all administrative aspects of the Academic Affairs department;
  • Provides administrative services and manages day to day administrative tasks for the office of the Academic Dean.
  • Handles daily requests from faculty for materials and assistance;
  • Organizes and schedules meetings and appointments,
  • Acts as the clearing house for announcements and faculty professional activities;
  • Assists in developing and maintaining budgets for the Dean’s office and all academic and administrative programs under the Dean’s purview;
  • Manages all accreditation documents, correspondence, and activities from the annual reports to the larger Self Study reports prepared for NASAD and NEASC;
  • Manages all assessment materials and processes including individual program reviews and course/faculty evaluations;
  • Provides assistance with travel programs, processing applications, making all travel arrangements, developing budgets, counseling students and families, and coordinating the academic components with the Registrar and Bursar.
  • Gathers and maintains dashboard statistics on faculty.
  • Records and distributes minutes of various faculty meetings.
  • Assists faculty applying for rank, sabbatical, faculty development funds, and reappointment and (with the Dean) ensure that the proper processes are followed for applications.
  • Assists with events associated with the academic program such as Montserrat Student Showcase and faculty/student orientations;
  • Coordinates Showcase and Graduation awards;
  • Budgets, hires, and schedules works study students for the Academic Affairs office;
  • Assists Associate Dean with course and grid/classroom planning;
  • Plans and schedules the end-of-semester studio evaluation program;
  • Plans and schedules events on Advising Day;
  • Collects syllabi for all courses.
  • Creates full and part time faculty contracts each semester.
  • Collects and organizes end-of-term payroll information for faculty stipends.
  • Collects, maintains, and updates Books and Material lists for each semester;
  • Maintains and schedules classroom and conference room space as needed.

Qualifications: (Experience, Skills & Abilities)


  • Bachelor’s degree is required.


  • 3-5 years of professional administrative experience is required.


  • Must posses excellent customer service skills.
  • Ability to interact with a diverse population of internal and external constituents.
  • Proven ability to perform duties with a high level of professionalism, discretion, diplomacy and tact.
  • A record of exemplary personal and professional integrity; a motivator with high energy
  • Excellent verbal and written skills are essential in this highly visible position.
  • Self-motivated, shows initiative and performs duties with little supervision.
  • Exhibits a flexible, cooperative and hard working attitude.
  • Positive attitude and good sense of humor is a must.

Office and Administrative Skills:

  • Must have practical knowledge of Microsoft Word and Excel, and basic computer literacy.
  • Database experience is a plus.

Complexity and Organization:

  • Excellent organizational skills and ability to accomplish multiple tasks, work under pressure and meet deadlines.
  • Ability to problem-solve.
  • Ability to work in an independent and proactive manner to meet goals and expectations.

Working Conditions/Physical Demands:

  • Ability to lift heavy materials (30lb boxes).
  • Ability to sit or stand for extended periods of time.

Special Notations or Conditions of Employment:

  • Must be able to work additional hours including weekends, evenings and College events.

To Apply:

Please submit a letter of interest and current resume to the Human Resources department at Montserrat College of Art,, with the subject line “Academic Affairs Coordinator”.  Resumes must be received by June 25, 2019.