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Academic Office Administrator

Employer
College of the Holy Cross
Location
Massachusetts, United States
Salary
Salary Not Specified
Posted Date
Nov 27, 2022
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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:

Reporting to the Academic Operations Manager (AOM) within the area of Experiential Learning and Student Success, the Academic Office Administrator provides support to the Class Deans, the Assistant Dean for International Students, the Director of VOCARE, and the Director of the College Scholars Program.

Key responsibilities include oversight of student files; database management; interface with faculty and external constituents; special events support for the Office of International Students, Vocare and Academic Advising, and College Scholars; oversight of College Honors applications and scheduling of interviews; additional tasks to support the various offices as needed.

Major Areas of Responsibility

Support for Class Deans and Office of International Students

  • Maintain a welcoming, supportive and professional atmosphere; greet and assist visitors; answer telephone calls; screen and direct calls or provide information and assistance as appropriate, relying upon knowledge and judgment; take and relay messages; promptly refer urgent cases;
  • Respond to routine questions about academic policies, deadlines, form instructions, or applications.
  • Manage calendars for four Class Deans, (and Assistant Dean, as appropriate), Assistant Dean of International Students, Director of Vocare and Academic Advising, and College Scholars Director; efficiently schedule meetings and appointments with students, faculty, administrators, and visitors.
  • Monitor and maintain office supplies and equipment.
  • Maintain confidentiality of protected and sensitive information; uphold FERPA restrictions.
  • Manage student files; maintain critical documentation in student files.
  • Create electronic files for incoming International Students. Scanning documents for electronic International Student files.
  • File electronic ADA letters and Change of Plans in student folders.
  • Work with Class Deans to establish scope and priority; develop work plan and identify resources; coordinate and monitor completion.
Support for Academic Operations Manager (AOM)
  • Use STAR and other online resources (Canvas, Moodle; Registrar's website; HECCMA site; etc.) to gather and report on data; run queries and produce reports; provide instruction to students (checking advising transcripts; processing electronic forms; etc.).
  • Assist the AOM with the logistics for the Academic Awards.
  • Assist the AOM with the logistics for the Dana Scholars Award.
  • Facilitate College/Transfer reports for transferring students, request disciplinary check from Student Affairs. Update transfer tracking spreadsheet.
  • Coordinate Department Information Sessions (fall, spring & summer); send correspondence, reserve rooms, create schedule and publicize the event.
Support for Vocare and Academic Advising
  • Work with the Vocare and Academic Advising director on event logistics: workshops, lunches, 2YO, retreats and program assessment
  • Support the training of academic advisors and the process of assigning students to academic advisors.
  • Coordinate all logistics for the 2YO Extravaganza; send out all correspondence, and publicity for the event.
Support for College Scholars Program
  • Work with the Director of College Scholar Programs on event logistics.
  • Coordinate the College Honors and Fenwick Scholar application processes and schedule interviews.
  • Support the Director of College Scholar Programs with the colloquia.
  • Provide support for the program budget.

Requirements:
  • Strong organizational and administrative skills with the capacity to work independently and organize and manage time effectively;
  • Excellent verbal and written communication skills with solid attention to detail; ability to choose the most effective and meaningful form to express ideas and information; uses discretion and demonstrates sensitivity to confidentiality concerns;
  • Demonstrated initiative, creativity, and talent for problem-solving and implementation of objectives;
  • Proficiency with Microsoft products (Word, Excel, Access, PowerPoint), Adobe Acrobat, and Google Drive (and related documents); familiarity with web publishing or willingness to learn;
  • Technical ability and willingness to learn to work effectively in PeopleSoft Student System (STAR), Image Now, Slate and other web tools;
  • Experience in an academic setting preferred.
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 35 hours/week for 52 weeks per year. 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.

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