Academic Office Administrator

Academic Office Administrator


About College of the Holy Cross:

Founded in 1843 in Worcester, Massachusetts, the College of the Holy Cross is among the nation's leading liberal arts institutions. A highly selective, four-year, exclusively undergraduate college of 3,100 students, Holy Cross is renowned for offering a rigorous, personalized education in the Jesuit, Catholic tradition.

Holy Cross highly values the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work at The College is to accept an invitation to participate in the growth and development of all campus members, students, faculty and staff. The College's commitment to diversity is an important feature of the Holy Cross education. Informed by the presence of diverse interpretations of the human experience, Holy Cross is building a community marked by freedom, mutual respect, and civility. We seek others who support our values of diversity and inclusiveness. Job candidates of all diverse backgrounds who embrace the open and inclusive culture of Holy Cross are welcome and encouraged to apply.


Job Description:

Statements of Responsibility:

Reporting to the Chair of the Department of Classics and the Director of the Office of Assessment and Research, the Academic Administrative Coordinator manages a wide range of administrative responsibilities to support the work of the Classics Department Chair, the Classics department faculty, and the Director of the Office of Assessment and Research, while also coordinating activities and events for both departments. The Academic Administrative Coordinator devotes approximately 80% of their time to work for the Classics Department and approximately 20% of their time to work for the Office of Assessment and Research.

Day-to-Day Administrative Responsibilities of an Academic Office Administrator

• Maintain public spaces; coordinate office moves with Physical Plant, ITS, the faculty/staff involved, and others. (Level 1)
• Assist with ordering classroom, studio, lab, and other teaching materials, and provide faculty support for copying and scanning. (Level 1)
• Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements. (Level 1)
• Ensure functionality of office equipment and coordinate repairs, submit requests for building maintenance and hardware needs, and maintain office supply inventory. (Level 1)
• Maintain department/program calendar. (Level 1)
• Monitor College deadlines and changes in administrative procedures, and communicate them to faculty and staff. (Level 1)
• Collect and distribute mail, handle outgoing mail and packages. (Level 1)
• Hire, train, and supervise work-study students and other student employees, as appropriate to the program; approve student employee's time punch, and/or report time to Payroll. (Level 1)
• Assist chair or program director with hiring, processing, and coordinating of graders, TAs, FRAPs and other specialized student positions. (Level 2)
• Schedule and organize meetings, special testing schedules, events; coordinate schedules; reserve meeting spaces using the Event Management System (EMS) or other appropriate software; arrange for event refreshments, communicate information, track RSVPs, and adhere to budget allowances. (Level 1)
• Function as liaison with other departments/programs/offices across campus, as well as outside vendors. (Level 1)
• Organize and facilitate communications for department/program meetings; make, disseminate, and file electronic meeting minutes. (Level 1)
• Assist with preparation of department or program marketing and communication materials, including brochures, posters, and handouts. (Level 1) Maintain department files, both digital and paper formats. Maintain confidentiality of protected and sensitive information. Monitor faculty files to ensure they are complete. (Level 1)
• Acquire and update skills in Microsoft Word, Excel, Canvas, Google and other systems. (Level 1)

Course Management and Scheduling

• Assist chair or program director with preparation, processing, and editing of course descriptions using CIM and other appropriate software. (Level 1)
• Work with the Registrar's Office, department chair or program director, and faculty to organize and initiate course scheduling using STAR, CIM, CLSS, and other appropriate software. (Level 1)
• Assist chair or program director with student enrollment logistics using STAR and other appropriate software. (Level 2)
• Assist chair or program director with analysis and processing of student records, as appropriate to the program or department. (Level 2)

Academic Affairs (Level 1)

• Coordinate logistics of faculty job searches; assist with scheduling, placing of job ads, communication, campus or online interviews, and campus visits; process reimbursements; track and respond to general candidate inquiries, application materials, and unsolicited CVs.
• Facilitate, in conjunction with the Provost's Office, faculty searches in Interfolio. Assist with reporting and tracking. Manage search status and archive searches. Create position files.
• Coordinate with Provost's Office to set up new offices, purchase start up materials, and coordinate office setup with Facilities and ITS.
• Onboard new faculty members; train (assist) on appropriate systems and equipment, etc.
• Serve as a point person for visiting faculty.
• Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). (Level 1)
• Work with the Provost's Office on separating/retiring faculty logistics. (Level 1)

Administer Financials (Level 1)

• Maintain department/program budget and financial recordkeeping.
• Use Chrome River, Adaptive Insights, PeopleSoft, and other appropriate software to input data, perform account reconciliation, and submit monthly expense reports.
• Create and submit check requests, purchase orders, journal entries, and online purchases.
• Process secure documents to be submitted to the Finance Office, such as tax forms, electronic fund transfers (EFTs), and deposits to the College.
• Coordinate paperwork between the Controller's Office, Budget Office, Provost's Office, and the department/program.
• Process contracts with the Legal Counsel and Finance Office.
• Assist faculty with travel preparation, reimbursements, and expense reports.
• Maintain a list of active grant lines and track their use.
• Maintain budget files and log of expenditures, providing periodic updates to the chair/program director.

Support the Department Student Advisory Committee (SAC) (Level 1)

• Serve as a resource to the Student Advisory Committee (SAC).
• Assist in coordinating SAC elections, scheduling, and administration of electronic course evaluation forms (eCEF), faculty review roles, and planning events.
• Oversee and coordinate the reviewing of eCEFs by SAC members, maintaining confidentiality and security of the forms.

Website, Tech Support and Social Media Communications

• Work with department or program to manage digital display screens. (Level 1)
• Maintain up-to-date website and priorities for social media communications. Assist with development of content, including tracking alumni career trajectories. Compile, edit and publish Newsletters. (Level 2)
• Serve as ITS liaison (potentially). Help maintain and/or install specialized software used by faculty and students. Work with ITS and faculty to identify hardware and software needs of the department. (Level 2)

Data Collection

• Help with collection, filing, and dissemination of departmental data and surveys. (Level 1)
• Assist the departmental/program committee. (Level 2)

Other Responsibilities

• Provide support to Provost Office or other offices in Academic Affairs, as needed.
• Develop content for department or program marketing and communications materials.
• Assist with special projects and personnel, as appropriate to the program. (Normally Level 1; May be Level 2 depending on the project or department.)
• Collect confidential student information for CORI checks, faculty background checks, and handling other confidential information. (Level 2)
• Provide specialized administrative support to committees outside the department or program. (Level 2)

Requirements:

To mitigate the spread and effects of COVID-19, and as an integral part of its public health and safety measures, College of the Holy Cross requires that all successful applicants show proof of full, up-to-date vaccination (including a booster dose once eligible) by an FDA-approved COVID-19 vaccine before beginning employment, unless an accommodation exempting the applicant from this policy has been granted. Applicants who wish to request an accommodation based on a disability or sincerely-held religious belief should inform Human Resources after an offer of employment is extended; please do not include any medical, genetic, or religious information in your application materials.


Additional Information:

This is an hourly / non-exempt position. The hours are 37.5 hours/week for 48 weeks. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including:

• Pension Plan
• Hybrid work
• NEW - condensed summer 4-day work week
• Tuition benefits
• Wellness programs & ongoing Training and Development opportunities
• Generous paid time off
• Free parking and free use of the athletic/fitness facilities.
• Click here to learn more.

College Description

The College of the Holy Cross is a private, Jesuit Catholic, undergraduate institution serving approximately 3,100 students. Founded in 1843, Holy Cross is the oldest Catholic college in New England and has a tradition of academic excellence. It is located atop Mount Saint James in Worcester, Massachusetts. The picturesque, 174-acre campus is an award-winning and registered arboretum.

Region Description

Worcester is a city of approximately 200,000 people centrally located in the Commonwealth of Massachusetts. It is approximately one hour from Boston, Hartford, and Providence, and three hours from New York City. Worcester is known as the Heart of the Commonwealth. Worcester offers many cultural and recreational opportunities which you can read more about here.

The College of the Holy Cross is an EEO/AA/Disability/Vets Employer.

A member of the Higher Education Consortium of Central Massachusetts (HECCMA).


Application Instructions:

Please attach a cover letter addressing the position requirements along with your resume.

In your cover letter please address how your work supports the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission) and its core commitment to diversity and inclusion. For more information, please visit http://holycross.edu/diversity.







To apply, visit https://holycross.interviewexchange.com/jobofferdetails.jsp?JOBID=151370

The College of the Holy Cross is a highly selective Catholic liberal arts college in the Jesuit tradition. It enrolls about 3,000 students and is located in a medium-sized city 45 miles west of Boston. The College seeks faculty members whose scholarship, teaching, advising, and on- and off-campus service demonstrate commitment to the educational benefits of a richly diverse community. Holy Cross aspires to meet the needs of dual-career couples, in part through its membership in Higher Education Consortium of Central Massachusetts (http://www.heccma.org) and the New England Higher Education Recruitment Consortium (https://new-england.hercjobs.org/)



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