What are the responsibilities and job description for the CIET Operations and Project Support position at College of the Holy Cross?
The CIET Operations and Project Support report to the Director of the Center for Inclusive Excellence in Teaching and will provide administrative and program coordination support for CIET’s day-to-day operations, including the program and administrative needs for CIET staff and students; coordination of communication and public interaction, and the ongoing record keeping and database tracking of the Center’s activities. The OPS will have project management responsibilities and work closely with the Director and CIET staff at all stages of program development and implementation.
As a member of a newly established and growing Center, the OPS will serve as the front face of the Center, regularly interacting with members of the Holy Cross community, and collaborate closely with the CIET Team. This position is therefore in-person and a recurring remote work schedule is not possible.
Roles and Responsibilities:
Communication (internal and external) and Public Interaction
- Coordinate scheduling and publicity of CIET events and programs.
- Work strategically with the CIET team to develop and maintain the CIET calendar.
- Maintain up-to-date intranet site. Act as a liaison between CIET and the marketing department for continued coordination of publicity and external website development.
- Function as administrative liaison (internally and externally).
- Respond to inquiries and provide information about the Center’s programs.
- Assist with preparation of CIET marketing and communication materials.
- Coordinate and manage production of CIET’s Annual Report in close consultation with the director and staff.
- Monitor College deadlines and administrative procedures, and communicate them to CIET director and staff.
Program Coordination and Support
- Schedule and organize logistics for CIET events and workshops (e.g. communicate information, track RSVPs, arrange for event refreshments, etc.).
- Maintain CIET public spaces and coordinate office space needs.
- Develop systemization of CIET supplies and equipment ordering in accordance with anticipated program needs.
- Establish workflow for coordinating and providing print materials and other resources for CIET events and programs.
- Ensure functionality and maintenance of office and workshop space equipment, and maintain office supply inventory.
- Assist in travel, lodging arrangements, and honoraria for guest speakers.
Project Management
Student Coordination
- Assist director with appointing specialized student positions for CIET programs.
- Coordinate student position appointments and schedules with anticipated program timelines.
- Hire, train, and supervise work-study students and other student employees, as appropriate.
- Establish internal CIET workflow for anticipated administrative and logistical needs for programs, workshops, and other events.
- Maintain communication with other CIET partners and stakeholders to keep CIET staff apprised of potential scheduling conflicts for important programs/events
- Set up CIET master database; record and maintain accurate records for all CIET programs and services.
- Assist with collection and compilation of CIET data and surveys.
- Compile, track and report on data as requested. Maintain all confidential records and files.
- Maintain budget and financial recordkeeping.
- Use Chrome River, Adaptive Insights, PeopleSoft, and other appropriate software to input data, perform account reconciliation, and submit expense reports. Continue to perform these processes in Workday when the college moves our systems over to Workday.
- Create and submit purchase orders, journal entries, and online purchases.
- Process secure documents to be submitted to the Finance Office.
- Coordinate paperwork between the Controller’s Office, Budget Office, Provost’s Office, and CIET
- Assist CIET staff with travel preparation, reimbursements, and expense reports.
- Maintain budget files and log of expenditures, providing periodic updates to the director.
- Collect and distribute mail daily, handle outgoing mail and packages.
- Assist director with administering faculty stipends or special program funding for CIET’s programs.
- Acquire and update skills in Ignite, Microsoft Word, Excel, Canvas, Google and other systems as needed.
- Provide administrative support for staff hiring (including coordination of interview schedules, travel arrangements, etc.), Faculty Fellow appointments, student fellows, etc.
- Collaboration: Exchanging information, ideas, and thoughts with others in a manner that is proactive and enhances partnerships.
- Inclusion: Actively engaging with the values of the College by promoting a work environment that embraces belonging and demonstrates respect for the opinions and beliefs of others.
- Innovation: Performing one’s job with creativity and proactivity, improving procedures and problem-solving.
- Mission/Service Orientation: Focusing on service to others and contributing to the College’s collective mission.
- Responsibility: Taking ownership of one’s actions and accountability for one’s tasks and duties.
- Defined Contribution Pension Plan
- Tuition & Education benefits
- Wellness programs & ongoing Training and Development opportunities
- Generous paid time off
The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. To request an accommodation, please email at hr@holycross.edu, or call 508-793-3391.
Salary : $22