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)

Education:

  • Bachelor’s degree is required.

Experience:

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

Communication/Professionalism:

  • 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, jobs@montserrat.edu, with the subject line “Academic Affairs Coordinator”.  Resumes must be received by June 25, 2019.