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Position Detail - Academic Department Coordinator

Academic Department Coordinator

Apply now Job no: 492742
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 43

Work Schedule: M-F some evening hours will be required as needed 

Department Summary & Job Purpose:

The Department of Music at Mount Holyoke College seeks a department coordinator to work 37.5 hours per week during the academic year (43 weeks). This position is an integral part of the administrative team and provides administrative support and coordination to faculty in both departments, while working collaboratively across the academic division and wider Mount Holyoke community.
The Department of Music consists of nine full time faculty members. The Academic Department Coordinator position supports the work of this department, as well as 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 Dean of Faculty.


Core Job Duties and Responsibilities: 

  • We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment, and who possesses excellent organizational and time-management skills. The successful candidate will demonstrate the following skills and abilities in his/her application materials:
  • Ability to interact professionally with a diverse community of faculty, staff, and students and to manage relationships and collaborate with other college departments and offices.
  • Strong human relations and interpersonal skills to maintain effective, professional, and cooperative working relationships with supervisors and coworkers, and all internal and external contacts including department chairs, faculty, students, and alumnae.
  • Ability to work as part of a team, as well as independently, on a wide variety of 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, and to manage multiple, concurrent projects, and still 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, as well as proofreading skills.
  • Ability to communicate in a clear and courteous manner with diverse internal and external audiences.
  • Ability to provide quality customer service in a responsive and helpful manner.
  • Concert management •
  • Oversee Music Dept. master calendar for booking all faculty, student, and visiting artists.
  • Collect data and prepare bi-monthly calendar of events.
  • Collect bios and data for faculty, visiting artist, and student concerts for publicity in College and community newspapers.
  • Design and prepare posters, programs, song texts, and program notes for faculty and visiting artists.
  • Train student concert managers/sound booth assistants, and recording engineers.
  • Co-ordinate piano tunings, instrument moving, and physical set-ups for concerts.
  • Set-up and maintain data base for mailing lists.
  • Oversee stage and floor set-up for all Music Dept. concerts in McCulloch Auditorium and the Warbeke Rm.
  • Co-ordinate door opening/closing schedule with the Onecard Office.
  • Prepare and process contracts for all visiting artists and part-time employees.
  • Office/Departmental management • Administrative support for faculty • Oversee grant-in-aid application process, and billing for all performance study.
  • Financial/Cash Management.
  • Prepare check requisitions for departmental equipment expense, guest artists/lecturers, accompanists, adjunct faculty compensation.
  • Reconcile monthly department budget expenses.
  • Monitor student work hours.
  • Manage all EMS calendar listings for McCulloch Aud./Warbeke Rm.
  • Maintain Music Department web page.
  • Technical support: keeping current in education and training of computer skills/programs
  • (Word, Excel, Drupal webpage maintenance, Event Management System (EMS), Maximo, webcatalog, Pratt sound booth).
  • Collect and prepare statistics for annual report to President.
  • Co-ordinate and order work requests for music building from physical plant.
  • Oversee maintenance for office equipment (copiers, audio/video equipment).
  • Record and maintain log of minutes of weekly department faculty meetings.
  • Oversee and maintain inventory of keys to Pratt and instrument storage. Curricular Input all music course information in the web catalog.
  • Prepare schedule of music courses for the Registrar.
  • Maintain student files, and department grade cards.
  • Provide administrative support for the Chair and faculty (scheduling, communication with faculty and students).
  • Interaction with students: provide information regarding course and performance studies, requirements; interpersonal support.
  • Provide clerical support for faculty in Reappointment/Promotion/Tenure process.
  • Manage all Music Dept. student jobs on Job-X.
  • Supervision of student workers.
  • Meet with prospective students.
  • Communicate and maintain contact with general public regarding inquiries of concerts . 


Three to five years of work experience in an office environment, preferably in higher education, is highly desirable.

Proven technological skills with a high level of proficiency in Adobe Acrobat, Microsoft Office suite (especially Word and Excel), and Google Apps are required.

Experience managing and updating website information and content required.
Experience managing and reconciling budgets and creating financial reports is required.

Preferred Qualifications:

Experience with Drupal to maintain our websites a plus.


Compliance Requirements: 

Physical Demands: Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working Conditions: The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).  

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 by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references. 

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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