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Academic Department Coordinator II

Mount Holyoke College
South Hadley, Massachusetts, United States
Salary Not Specified
Date posted
May 23, 2024

Job Details

Job no:


Position Title:

Academic Department Coordinator II

Faculty or Staff:


Full Time or Part Time:

Full time

In-Person, Hybrid, or Remote:


Minimum Starting Rate of Pay:


Rate of pay commensurate with experience

Start Date:


Job Description:

The Department of English at Mount Holyoke College seeks a department coordinator to work 37.5 hours per week during the academic year (40 weeks/9 months). This position is an integral part of the administrative team. It provides administrative support and coordination to faculty in the English Department while working collaboratively across the academic division and wider Mount Holyoke community.

The Department of English at Mount Holyoke College seeks a department coordinator to work 37.5 hours per week during the academic year (40 weeks/9 months). This position is an integral part of the administrative team. It provides administrative support and coordination to faculty in the English Department while working collaboratively across the academic division and wider Mount Holyoke community.

The Department of English consists of 12 permanent full-time faculty members and, in any given year, up to 5 additional visiting faculty. The Academic Department Coordinator position supports the work of this department, several academic and curricular initiatives and partnerships, including cooperation across the Five Colleges. This position will interact with several other offices on campus and regularly with other academic departments, the Registrar’s Office, and the Office of the Provost.

Under the supervision of the department chair, the Academic Department Coordinator will:
  • Provide support to and collaborate with the department chair and faculty members.

  • Assist the department chair and other faculty with planning and supporting programs and events (in person and virtual), including departmental meetings, lectures/talks, and receptions. This will include making room reservations, ordering refreshments, publicizing events, setting up spaces, etc. It will require some flexibility in work hours, including occasional work on evenings and weekends.

  • Provide administrative support for departmental processes, including but not limited to searches/new faculty hires, faculty reviews (such as tenure and promotion), external reviews, and annual reporting.

  • Provide administrative support to the department’s annual Glascock Poetry Contest. Responsibilities include room reservations, arranging catering, preparing advertising materials, communicating with external guests, making travel reservations, handling financial reimbursements, purchasing, compiling, and publishing written materials, and coordinating with multiple faculty members, students, and guests in a timely and professional manner.

  • Be responsible for greeting guests and creating a welcoming environment. Maintain a professional demeanor and exhibit tact, grace, and discretion.

  • Support departmental communications, maintain the department's Google calendar and Google Groups, and assemble professional-quality electronic and hardcopy materials, including reports, web materials, brochures and posters, newsletters, and other written materials.

  • Update and assist with maintenance of the department’s website, Google Sites, and other electronic resources.

  • Meticulously maintain electronic and print files, including faculty personnel files, search materials, teaching evaluations, etc. Track and compile data and perform basic analysis. Prepare annual reports, documents, and spreadsheets as needed.

  • Prepare meeting materials, including agendas and minutes, for monthly faculty meetings.

  • Process expenses, direct payments, and reimbursements, and follow Mount Holyoke’s financial policies and procedures. This position will resolve financial questions and problems related to reimbursements, internal grants, and research accounts and provide other financial assistance as needed.

  • Assist the department chair with monitoring the department’s budgets and endowed funding, including the prize funds. Help prepare annual budget reports and requests. Maintain the department purchasing card.

  • Hire, train, and manage student workers. Plan and delegate tasks and ensure office coverage.

  • Other responsibilities include general office tasks such as filing, clerical work, and general administrative support.

We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment and possesses excellent organizational and time-management skills. Proven technological skills with high proficiency in Adobe Acrobat, Microsoft Office suite (especially Word and Excel), Zoom video conferencing, and Google Apps are required. Three to five years of work experience in an office environment, preferably in higher education, is highly desirable.

The successful candidate will demonstrate the following skills and abilities in their application materials:
  • Ability to interact professionally with a diverse community of faculty, staff, and students, manage relationships, and collaborate with other college departments and offices.
  • Strong interpersonal skills to maintain effective, professional, and cooperative working relationships with supervisors, coworkers, and all internal and external contacts, including department chairs, faculty, students, and alumnae.
  • Ability to work as part of a team and independently on various projects.
  • Ability to prioritize work duties and demonstrate effective time management skills.
  • Ability to multi-task and transition quickly between projects to address specific situations, manage multiple concurrent projects, and meet strict deadlines.
  • Accuracy and attention to detail.
  • Good judgment in decision-making and the ability to maintain confidentiality.
  • Excellent oral and written communication capacities, with experience creating communications as described above and proofreading skills.
  • Experience monitoring and reconciling budgets will be a plus.
Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants:

Apply online; application materials must include:
  • A cover letter summarizing interests and qualifications

  • A complete resume or curriculum vitae

  • For faculty positions, statements on mentoring, teaching, and research will also be required.

Mount Holyoke College is an Equal Opportunity Employer (EOE)

Mount Holyoke College, the leading gender-diverse women’s college, is dedicated to providing equal employment opportunities for all individuals regardless of their race, color, religion, sex, national origin, age, disability, or any other legally protected status. We are a diverse community of staff, faculty, and students, united in our mission to offer an intellectually adventurous education in the liberal arts through academic programs that are renowned internationally for their cross-disciplinary excellence, experiential approach, and commitment to diversity.

Mount Holyoke College is a welcoming and inclusive environment that values and respects individuals of all backgrounds. As an EOE, we encourage members of historically underrepresented groups or nontraditional backgrounds to apply for open positions at our institution. The College has a long-standing tradition of providing women and other historically underrepresented groups with access to an innovative educational experience that prepares students for purposeful leadership by integrating hands-on opportunities into the curriculum. We firmly believe that diversity enriches our community and enhances our ability to prepare students for success in an increasingly globalized world.

We are dedicated to providing equal opportunities for all qualified applicants and to building an exemplary workforce that reflects the diversity of our student body and the communities we serve. Our ultimate goal is to produce graduates who are capable of engaging thoughtfully, effectively, and boldly with the world.


Mount Holyoke College

Located in South Hadley, Massachusetts, Mount Holyoke College is a highly selective, nondenominational, residential, research liberal arts college for women that is gender diverse and welcomes applications from female, transgender and non-binary students. Mount Holyoke is renowned for educating women leaders, from medical pioneers to Pulitzer Prize–winning playwrights. The oldest of the Seven Sister colleges, we are a noted leader in liberal arts education with a mission grounded in the conviction that women can — and should — make a difference in the world.

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