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Position Detail - Academic Department Coordinator I

Academic Department Coordinator I

Apply now Job no: 492792
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: 40

Work Schedule: Monday - Friday 8:30-5:00 

Department Summary & Job Purpose:

The Department of Physics and The Department of Astronomy at Mount Holyoke College seek a department coordinator to work 37.5 hours per week during the academic year and 12 hours per week during the summer. 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 Physics and The Department of Astronomy consist of a combined 5-7 full time faculty members. The Academic Department Coordinator position supports the work of both departments, 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: 

  • Provide support to, and collaborate with, the students, faculty, and department chairs of both departments by encouraging a warm and supportive environment and ensuring all members (including students) feel welcomed and included. 
  • Assist the department chairs and other faculty with planning and supporting programs and events, including departmental meetings, lectures/talks, receptions, and off-campus events. This will include making room reservations, coordinating with speakers, ordering refreshments, publicizing events, setting up spaces, etc. It will require some flexibility in work hours including occasional work on evenings and weekends. 
  • Spearhead weekly department meetings where faculty and staff gather to discuss upcoming departmental activities, participate equally in decision making, and delegate tasks appropriately among themselves. 
  • 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. 
  • 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 along with preparing annual budget reports and requests. 
  • Hire, train, and manage student workers for grading help and teaching assistant positions. 
  • Use software tools to keep track of departmental records of majors and alums, expenditures, student research (on and off campus), teaching materials, teaching evaluations, faculty personnel files, event scheduling, student awards, senior theses, etc. 
  • Support departmental communications 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 websites, Google Sites, social media accounts, and other electronic resources. 

Qualifications: We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment, and who possesses excellent organizational and time-management skills.

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

Three to five years of work experience in an office environment, preferably in higher education, is highly desirable. Mount Holyoke uses Moodle to manage course materials, and Drupal to maintain our websites.

Preferred Qualifications: 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.

Experience monitoring and reconciling budgets will be a plus.


Physical Demands: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a 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.

• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which
they must convey detailed or important spoken instructions to other workers accurately, loudly,
or quickly.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal
instructions and communicate effectively in person and by telephone.
• Employee talks in front of large groups of people on a daily basis.
• Employee speaks with students and other faculty daily by telephone, e-mail, or in person on a
daily basis.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the
discriminations in sound.

• Visual Acuity including color, depth perception and field vision.
• Visual Acuity - Specific vision abilities required include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.
• The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.

• Employee operates office equipment and computers to perform essential duties and

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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