Department Administrator for Sociology & Anthropology and Environmental Studies

College of the Holy Cross•Worcester, MA

9d•Onsite

About The Position

The Department Administrator for Sociology & Anthropology and Environmental Studies will provide administrative management and oversight of departmental functions for the College of Holy Cross departments of Sociology & Anthropology and Environmental Studies. In this role, the Department Administrator/Office Coordinator will support two department chairs and over 19 tenured/tenure track, and 9 visiting faculty, student workers, and provide administrative management of two academic departments. The Department Administrator will be expected to exercise discretion and use independent judgment with respect to significant matters impacting the office.

Requirements

Bachelor's degree required; advanced degree preferred OR a minimum of five years of experience in departmental administration and project management.
Financial and technical proficiency
Confidentiality and discretion
Strong communication and collaboration
Cross-cultural awareness
Initiative and leadership

Nice To Haves

Advanced degree preferred

Responsibilities

Create operational synergies between department administrative office functions and streamline operations between departments.
Represents departments in communications with internal and external stakeholders, providing guidance and recommendations to chairs and leadership.
Communicate with each department's faculty on matters such as submission of syllabi, grades, textbook information etc.
Provide assistance to faculty and department chairs during academic meetings.
Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements for two departments and synergize operations as appropriate.
Serve as ITS liaison. Help maintain and/or install specialized software used by faculty and students. Work with ITS and faculty to identify hardware and software needs of the department.
Assist chairs or program directors with preparation, processing, and editing of course descriptions using CIM and other appropriate software.
Work with the Registrar's Office, department chair or program director, and faculty to organize and initiate course scheduling using STAR, CIM, CLSS, and other appropriate software.
Manage departmental operations, programs and administrative processes; coordinates departmental initiatives and programs.
Develop, monitor and manage departmental budgets and expenditures; makes decisions regarding allocation of resources to support faculty and programs.
Manage both internal and external requests to use departmental spaces.
Receive, screen, all manner of inquiries to the departments. Researches, prioritizes, and follows up on issues and concerns, including those of a sensitive or confidential nature. Demonstrates appropriate course of action, referral, or response.
Works closely and effectively with the Chairs and faculty to keep them well informed of upcoming commitments and responsibilities, following up as appropriate.
Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Onboard employees by arranging office space and other requested office supplies.
Arrange logistics around creation of research laboratory space and installing of equipment.
Lead departmental and cross-departmental initiatives, including implementation of programs and departmental improvements.
Manage administrative and operational tasks related to Academic Affairs, including management of an active calendar of appointments; composes and prepares correspondence that may be confidential; arranges detailed travel plans and itineraries, and prepares and compiles agendas and documents for meetings.
Directs logistics of events and retreats including event arrangements; event programs and promotional materials; and publicity.
Participates as needed in special department projects.
Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, and establishing personal networks.
Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
Hire, train, and supervise work-study students and other student employees, as appropriate to the programs; approve student employee’s time punch, and/or report time to Payroll.
Helps put together a bi-yearly newsletter with the help of work-study students.
Collect and distribute mail, handle outgoing mail and packages, receive packages.
Coordinate logistics of faculty job searches; assist with scheduling and logistics of campus visits; process reimbursements.
Coordinate with Provost’s Office to set up new offices, purchase start up materials, and coordinate office setup with Facilities and ITS.
Onboard new faculty members; train (assist) on appropriate systems and equipment, etc.
Preserve confidentiality of faculty records and sensitive information.
Work with the Provost’s Office on separating/retiring faculty logistics.
Support the Department Student Advisory Committee (SAC). Serve as a resource to the Student Advisory Committee (SAC).
Assist in coordinating SAC elections, scheduling, and administration of electronic course evaluation forms (eCEF), faculty review roles, and planning events.
Oversee and coordinate the reviewing of eCEFs by SAC members, maintaining confidentiality and security of the forms.
Communicates, interacts with and supports effective partnerships with peers, supervisors and colleagues; and liaises with other administrative staff, academic colleagues and students; liaises with departments across Holy Cross.
Represents the Departments via phone, email, and written correspondence and by attending events and lectures.
Liaises with partner institutions, other institutions, external agencies, and national honor societies.
Oversight of department web pages on the College website and Ignite/intranet pages and other digital and printed communications.
Provides research and project support to the Chairs and faculty including: Perform data analysis and manage datasets to ensure accuracy and integrity.
Act as lead for operational special projects, including execution from planning to completion.
Utilize project management tools and methodologies to coordinate tasks and track progress.
Build and utilize technology including Holy Cross sanctioned artificial intelligence tools to securely build efficiencies where appropriate.
Provide support for the Workday student implementation and post go live by working with the implementation team and other Department Administrators on cross-departmental tasks and initiatives.
Build an expertise in the business functions (HCM, Finance and Student) associated with the implementation of Workday, serve as a Change Champion and train others (Department Chairs, Faculty, Student Workers) as appropriate.
Other duties as assigned