Academic Administrator (Part time)

Please review the details for the position before applying for the opening. If you are an internal employee, please apply through the internal portal on Workday. You should have your completed resume/cv and cover letter ready to upload. You should upload both documents on the third page (the required section is named resume/cv – this is also where you should upload your cover letter). These documents should either be in a PDF format (.pdf) or a Word document (.doc) format. Job Posting Title Academic Administrator (Part time) Job Description Summary Admin Non-Exempt Job Description The Academic Administrator provides administrative and operational support for the Mathematics Department, the Data Science major, the Quantitative Analysis Institute, and their chairs/directors to ensure their smooth running. Administers and coordinates office procedures and activities related to faculty and students. Responsibilities may include support activities related to budget/accounting management; curriculum/scheduling; events; students; and/or tenure track and adjunct faculty searches. Supervise student worker(s). Primary Position Responsibilities General Administrative First point of contact and primary department resource for the College community and visitors to the College. Maintain Math Department, DS major, and QAI websites, including faculty profiles and QAI online resources. Liaison for Department technology and facilities issues Manages various departmental calendars May be responsible for taking minutes/notes at faculty meetings. Organize departmental prizes for commencement and convocation (run prize contests, arrange for application review, submit winner information) Other general administrative duties as assigned (office supply ordering, phones, etc.) Manage purchasing, such as commencement pins. Select administrators: oversee van transportation calendar, book reservations and distribute keys, confirm driver certifications, and coordinate maintenance with Motor Pool. Assist in coordinating the QAI Summer Program. Budget/Accounting Management Oversight of department/program financial functions Works with Chair to track, reconcile and administer operating, current use, endowed and grant funds; occasionally required to steward endowed funds. Work in coordination with the Chair regarding Capital Budget recommendations. Submits approved requests. Works closely with Accounts Payable and the Controller’s Office to manage departmental accounting activities such as accounts payable, journal transfers, and monthly budget reports. Review, and reconciliation of department credit card (procard) statements; maintains financial documentation for audit purposes. Curriculum/Schedule Curriculum: assists Department Chair and Faculty to assemble curriculum materials for each academic year; creates marketing materials for department(s) including flyers, brochures and electronic materials. Course listing process: maintain timelines for submission to course scheduling software and ensures faculty timely submissions; proofread to minimize errors on course listings; collaborate with external departments for cross-listed courses; updates course numbers as needed Communicates Registrar procedure and policy changes. Manages honors program application process and administration. Exam management: may schedule makeup classes/exams; prepare final exams for faculty/Registrar’s Office (copy, stuff exam envelopes, pick up completed exams). Events Operational event oversight and first point of contact regarding logistics, budget and accounting activity, promotion and communication for multiple events throughout the year. Logistics: primary event contact, hires vendors and student staff, makes any necessary travel arrangements, day-of-event setup and takedown Promotion and communication: initiates and maintains publicity schedule to promote events, produce publicity materials, maintains invitee list. Student worker hiring Coordinates hiring process for student workers and with faculty when hiring their research assistants Creates job title/description and duties required (for student workers, research assistants). Post/manage student applications via Student Employment website. Interviews, negotiates and hires student worker (academic year and summer coverage positions) Assigns and reviews tasks and projects Handles student worker job reviews and makes recommendations Schedules work hours Approves timesheets Provides training on administrative processes Supervises students Coordinates with Student Employment and Payroll to ensure students have all the necessary documentation and forms so they can be officially hired. with Student Financial Services, Payroll Miscellaneous Student and Student Groups (clubs) Coordinates student travel logistics to annual conferences, lectures, off and on campus events. Assist student groups with projects and events Book rooms for students via 25Live Circulates and monitors department student internship stipend information May assist student groups with projects and events Maintain QAI alumnae list and send periodic newsletters. Tenure Track and Adjunct Faculty Search Manages campus visit budget. Handles scheduling and travel arrangements. Creates and maintains logistics of search. Creates student candidate evaluation form, compiles data, report results to search committee. Maintains confidential files for search committees.. Work with both internal and external faculty. Submits “green form” Works with multiple departments including Facilities, LTS, Provost, HR to coordinate new faculty onboarding. Onboarding/Reboarding: coordinates with Facilities (rooms painted, furniture/shelves added/removed, keys made, etc.), technology Support Services (phones), LTS (computer/software) to get offices prepared and ready for new faculty and faculty returning from leave. Note: Different responsibilities are emphasized at different times of the academic year. Not all activities will take place in all academic departments each academic year. Supervisor Responsibilities Student worker(s) Education Required High school degree required. Some post secondary education strongly preferred to provide the analytical and problem solving skills required to respond to varied demands and competing multiple projects. Also provides the communication skills (verbal and written) necessary for interacting with varied constituencies. Experience Required 1-3 years’ related office experience Skills and Abilities Required Office management skills and attention to detail Strong computer and office software skills Excellent verbal and written communication skills Ability to work independently and to seek out answers from others at the College Additional Job Details This is a part time (28 hrs/wk) , 43 week academic year appointment (August 28th - June 21). Benefits eligible All employees hired are strongly encouraged to be up to date with all vaccination and boosters against COVID‐19. Wellesley College offers a wide variety of benefits programs and resources to its employees, including: Generous paid time off Following one year of employment, Wellesley College will contribute up to 10.5% towards your 403B plan for eligible employees Resources to navigate student loan forgiveness Free use of the athletic/fitness facilities, including onsite fitness classes Free on-site parking in an enclosed parking garage Worker Sub-Type Administrative Time Type Part time EEO Statement At Wellesley, we embrace and honor difference and diversity. We believe the best ideas—the best solutions—draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members for the Wellesley community have an equal opportunity to flourish. Wellesley College is an Equal Opportunity Employer, committed to the diversity of the college community and the curriculum. Wellesley College and all its subcontractors shall abide by the requirements of 41 CFR 60–1.4(a), 60–300.5(a) and 60–741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that goal are encouraged to apply. Wellesley’s mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community—faculty, students, staff, and alumnae—guided by deeply held shared values: Intellectual Discovery and Excellence: We believe in the transformative power of curiosity, learning, and teaching. Gender Equality: As a women’s college, we have always been committed to gender equality as foundational to societal progress. Diversity, Equity, and Inclusion: We affirm that diversity is essential to educational excellence, and we are committed to being a community in which each member thrives. Connection and Community: We value the equal dignity of every member of the community and our sustained connection to one another, to our campus, and to our mission. Empowerment and Social Change: We believe in the power and potential of our students and all members of our community to envision the world in which they want to live and to take action to make it real. Integrity and Academic Freedom: We commit ourselves to high standards of personal and intellectual integrity, we embrace the principles of freedom and rigor in scholarly inquiry, and we assert the importance of holding to the truths such inquiry reveals.