Academic Division Coordinator, Entrepreneurship Division

Babson College • Wellesley, MA

5d • $29 - $32 • Hybrid

About The Position

The Academic Division Coordinator is responsible for the efficient office operation of the Entrepreneurship division, balancing the needs of multiple faculty members and building. This includes assisting staff, visitors, students, student organizations, and other faculty housed in the Division’s building.

Requirements

• Bachelor’s Degree (Associate’s Degree and equivalent work experience)
• A minimum of 3-5 years of similar experience.
• Must have excellent organizational, interpersonal, and communication skills.
• Ability to always maintain a high degree of confidentiality.
• Ability to prioritize workload based on the needs of the division.
• Must be detail-oriented and able to multi-task in a fast-paced academic environment.
• Must have strong customer service skills.
• Must have strong computer/technical skills including proficiency in Microsoft 365, SharePoint, Canvas, Webex, Workday, and AI tools.
• Ability to work with ethnically, culturally, and socially diverse students, staff, and faculty.
• Ability to envision and propose new methods to perform tasks that support Entrepreneurial Thought & Action; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
• Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
• Must have the flexibility and willingness to assume new tasks and special projects as well as to take initiative.

Nice To Haves

• Prior experience in higher education preferred.

Responsibilities

• In consultation with the Division Chair, coordinates/supports the division course staffing and scheduling, contract load, and accreditation visits.
• In conjunction with the Division Chair, ensures accuracy of all part-time faculty teaching information prior to submitting their payments into Workday through Period Activity Pay, and generates data sheets for full-time faculty overloads for the Dean of Faculty’s Office review and contract initiation.
• Assists Division Chair with faculty processes such as the annual faculty performance appraisal process and storing of confidential records, managing the tenure and promotion process, on-boarding new faculty hires, ADMB review of non-tenure track contracts, and the visiting scholar process.
• Supports the Division Chair by maintaining their calendar; coordinates meeting logistics and special events which may include recording meeting minutes.
• Coordinates travel arrangements for faculty, Division Chair, visitors and speakers as needed.
• Assists with logistics of faculty recruitment process, including but not limited to scheduling interviews and campus visits for faculty searches, assisting with orientation and integration of new and adjunct faculty, and ensuring the Division Chair is up to date on all developments regarding open positions and searches.
• Assists faculty in their preparation for delivery of courses.
• Provides administrative and technical support to multiple faculty members including assistance with presentations, proofreading, and editing of correspondence and research materials, and maintaining knowledge of current technical advances that affect their work environment.
• May assist faculty with research and support faculty in setting up their courses in Canvas, managing syllabi, editing and posting documents, and making copies/scans of course documents and exams.
• Proctors student make-up exams as needed.
• Responsible for the design, development, and maintenance of division web pages and social media accounts.
• Proactively suggests changes that may help better market the division.
• Directs and channels incoming mail, forwards and answers email inquiries, ships and tracks courier shipments and delivery of confidential materials and handles routine and complex correspondence, inquiries and interactions with faculty, students, alumni, trustees, Olin College, and company representatives to ensure that necessary information is disseminated and minor problems are resolved quickly and efficiently.
• Assists in budget maintenance and supports accounting and reporting for faculty/division grant or sponsored research; works with the budget office, faculty, and in Workday to update, clarify, and process expense reports, budgetary changes, and discrepancies.
• Oversees Blank Center building and assists all faculty and staff with offices in these buildings with issues including but not limited to housekeeping issues, computer and printer issues, office assignments, set-ups and moves, key access, telephone, HVAC issues, AV equipment, and copier issues.
• Uses Babson’s room reservation process to reserve rooms for faculty as requested.
• Maintains inventory of office supplies in department offices, copy room, and faculty lounge.
• Independently authorizes vendor purchases and payments for the division for these spaces, has discretionary use of Babson Procurement Card, and reconciles and meets with auditors regarding same.
• Updates syllabi in conjunction with library staff.
• Supports the Division Chair in the coordination and execution of special events, meetings, and celebrations as needed. This includes serving as a liaison to departments such as Facilities, IT, and EMO; creating and tracking invitations and attendance; and ordering food, certificates, programs, and other event needs.
• Manages the book/case ordering process by regularly interfacing with appropriate stakeholders including publishers’ representatives, publisher’s websites, and bookstore.
• Recruits and manages student workers supporting the division.
• As needed, assists EPS-affiliated Centers and Institutes with event coordination, scheduling, and other administrative tasks.
• Helps the Division Chair create a positive, collaborative atmosphere around the division through formal and informal communications channels, such as preparing the division newsletter and helping to recognize professional achievements and special occasions (e.g., birthdays, anniversaries).
• Assumes additional responsibilities as requested.

Benefits

• Medical, dental, vision, group life and long-term disability insurance, business travel accident insurance, and mental health benefits.
• Starting at 2 weeks of vacation annually, 2 weeks of sick time, 1 week of paid family illness time, 6 weeks of paid parental leave, and 12 paid holidays per year.
• Participation in a 403(b) retirement plan with mandatory employee contributions and a 4:1 employer match.
• Wellbeing programs, virtual fitness platform, and employee assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree