Academic Department Assistant

Barnard College•New York City, NY

About The Position

Reporting to the Department Manager, the Academic Department Assistant supports the administrative functions of one or more academic departments or programs as assigned. Job Description: Reception and office administration First point of contact for students and faculty Receive and distribute distribute mail and deliveries Orienting/setting up offices, supplies, computers, access and mailboxes for departmental personnel Create and track Facilities work orders Maintain shared office supplies Maintain department administrative files. Record, transfer, and transcribe data as requested. Student workers Process hiring documents in conjunction with Beyond Barnard Train and assign daily tasks under the direction of the Department Manager Events Coordinate and support the execution of department programs or events, including space reservations, catering/food orders, AV services, vendor management, invitations, and publicity. Communications Send out newsletters and announcements Update departmental websites and maintain department communication tools Course & Instructor Support Post course information and schedule in academic systems Maintain an archive of department syllabi and theses Track majors and record assignment of major advisors Maintain enrollment lists for courses Maintaining student records in consultation with the Registrar and Student Advisors Assist faculty with COI (“Committee on Instruction”) course proposal documentation Collate academic dossiers and documents for Advisory Committee on ATP (“Appointments, Tenure, Promotion”) Data Entry Including financial, employee, student, course, and others as assigned. Initiate and reconcile department purchases, invoices, reimbursements, and expense reports Coordinate application flow, candidate visits, and reimbursements related to instructional hiring processes. Maintain familiarity with relevant administrative college policies, as required. Other duties as assigned, including reassignment of constituent departments and academic programs within the administrative cluster based on evolving operational needs.

Requirements

High School Degree o r GED and two years of college and 3-5 years related experience.
Strong organizational ability and a broad range of office skills.
Strong computer skills & experience with word processing, spreadsheets, email, and calendaring.
Ability to set priorities, work under pressure, and balance competing responsibilities.
Tact and good judgment in dealing with a variety of constituencies.
Strong communications skills, both written and verbal.

Nice To Haves

Bachelor’s degree and 1-3 years related experience

Responsibilities

First point of contact for students and faculty
Receive and distribute mail and deliveries
Orienting/setting up offices, supplies, computers, access and mailboxes for departmental personnel
Create and track Facilities work orders
Maintain shared office supplies
Maintain department administrative files.
Record, transfer, and transcribe data as requested.
Process hiring documents in conjunction with Beyond Barnard
Train and assign daily tasks under the direction of the Department Manager
Coordinate and support the execution of department programs or events, including space reservations, catering/food orders, AV services, vendor management, invitations, and publicity.
Send out newsletters and announcements
Update departmental websites and maintain department communication tools
Post course information and schedule in academic systems
Maintain an archive of department syllabi and theses
Track majors and record assignment of major advisors
Maintain enrollment lists for courses
Maintaining student records in consultation with the Registrar and Student Advisors
Assist faculty with COI (“Committee on Instruction”) course proposal documentation
Collate academic dossiers and documents for Advisory Committee on ATP (“Appointments, Tenure, Promotion”)
Including financial, employee, student, course, and others as assigned.
Initiate and reconcile department purchases, invoices, reimbursements, and expense reports
Coordinate application flow, candidate visits, and reimbursements related to instructional hiring processes.
Maintain familiarity with relevant administrative college policies, as required.
Other duties as assigned, including reassignment of constituent departments and academic programs within the administrative cluster based on evolving operational needs.