Departmental Associate to the Chair-Temp

Departmental Associate to the Chair-Temp
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Seeking a temporary administrator to fill in for an employee who has accepted another position at the College.

Responsible for the daily operations of the WLP department; serve as a point of contact for all WLP faculty and students and provide assistance to Chair, Associate Chair, Program Coordinator, and Program Directors in a large academic department of over 800 students, 41 full time faculty and 70 part-time faculty, 2 staff members, and a host of student employees.

This person will:

• Manage communications and messaging to all departmental members (faculty, staff, and students
  
• Manage departmental databases & records such as syllabi/CVs/office hours and undergraduate thesis submission
  
• Manage departmental budget (including Operating Expenses, Faculty Development Funds, Student Employment, Donor Fund and Redivider Journal); manage all financial processes including departmental purchases and external payments (i.e. consultant, honorarium and student award payments); assist in approving FD Fund reimbursements; create budget projections; run Workday financial reports for Chair, Dean and Provost
  
• Coordinate logistics for departmental meetings, WLP Series events and annual student writing awards, including reserving spaces or setting up/hosting Zoom and in person events, catering, booking travel/lodging, coordinating with Media Services, and working with budget and operations director to arrange travel.
  
• Manage travel, meetings, and other needs for Faculty Searches: welcoming candidates after the Search Committee has invited them to campus, arranging their hotel and travel, securing their meetings with stakeholders, recording & disseminating candidate presentations to faculty, and collecting response data for the Search Committee.
  
• Calendar Management for Department Chair and for outward facing department calendars (for faculty and students)
  
• Manage office environment, including ordering office supplies and coordinating annual Tech Refresh/departmental equipment maintenance with IT & Print/Copy
  
• Train faculty on new procedures: sharing instructions generated by I.T, Finance, or other offices, or creating WLP-specific instructions for faculty or students. Meeting one-on-one in person or online to help faculty transition to new processes like WorkDay for finance or Concur for travel.
  

• On-board new faculty: connect with Facilities to assist newly hired faculty moving into new offices, (and help current faculty move between offices), work with I.T. and new faculty to order computers and other equipment that suits their teaching needs, and act as a primary point of contact for helping faculty acclimate to Boston and Emerson.
  
• Work with Chair on special projects, including data gathering, analysis, design and presentation.
  
• Work with School of Arts Associate Dean to promote WLP Series events to alumni and identify opportunities to increase alumni engagement
  
• Provide support to affiliated faculty and assign cubicle space each semester.
  
• Hire, schedule, and supervise a team of over 20 grad and undergrad student employees, research assistants, and teaching assistants, who provide assistance to faculty, staff, and visitors.
  
• Work with Pub Studio/Front Desk on poster designs for all WLP events
  
• Promote WLP readings and events on WLP faculty and WLP student calendars, also via email (2 weeks before event, 1 week, 1 day before)
  
• Manage Emerson WLP social media accounts
  
• Send weekly newsworthy items and events to Erin Clossey for News Emerson. Send WLP Series events list and noteworthy events to News Emerson.
  
• Add all WLP sponsored events to the Emerson Today calendar.
  
• Assist with projects and other duties as needed
  

Key Responsibilities:

• Manage department's operating budget
  
• Organize and schedule meetings
  
• Generate and send notifications, confirmations, assignments, surveys and analyze results/responses
  
• Serve as a point of contact for questions from students, faculty, and alumni
  
• Assist with the hiring process of new instructors
  
• Track and organize data and responses
  
• Compile and analyze data
  
• Assist with projects and other duties as needed
  
  Qualifications:
  
• Bachelor's degree, or equivalent experience
  
• Experience managing calendars and schedules.
  
• Fluent in Microsoft Office, Adobe, and Google Suite.
  
• Fluent with webinar technology such as Zoom
  
• Event management experience
  
• Social media experience
  
• Travel management experience
  
• Budget/expense management experience
  
• Ability to work autonomously and receive direction
  

• Detailed-oriented
  
• Ability to promptly identify and resolve issues using constructive problem-solving skills
  
• Excellent customer service and interpersonal skills with personnel at various levels
  
• Excellent oral and written communication skills
  

You'll be Preferred If You Have:

• 3-5 years of administrative experience
  
• Experience working with multiple databases and platforms (Banner, WorkDay, Cognos, Salesforce, social media platforms/EventBrite, Constant Contact, etc.)
  
• Advanced excel skills handling spreadsheets (pivot tables, Vlook-ups, charts)
  

Grade of Position: T01N

Scheduled Weekly Hours: 36.25



In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.

Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits such as life and disability coverage as well as commuter offerings are available.

Please refer to our benefits website for a full list of benefits and eligibility requirements.

To apply, please visit: https://emerson.wd5.myworkdayjobs.com/en-US/Emerson_College_Staff/job/Boston-Campus/Departmental-Associate-to-the-Chair-Temp_JR004022

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