Department Coordinator/Program Administrator for the Department of Chemistry (Internal Opportunity Only)

UMass Lowell • Lowell, MA

4d

About The Position

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position. The Department Coordinator/Program Administrator in the Department of Chemistry will Provide support for the educational and research activities within the Chemistry Department, assist the Department Chair in implementing the departmental mission and help to ensure compliance and efficiency in key operational needs. This position provides programmatic and administrative assistance to faculty, students and staff and manage key responsibilities, including student contracting, curriculum scheduling, and outreach initiatives aimed at supporting workforce development and student recruitment in Chemistry programs.

Requirements

• HS Diploma/GED or equivalent with extensive (>10 years) administrative experiences aligned with the job description; a Bachelors degree or equivalent in a related field with significant (5-10 years) administrative experience; or a Masters or higher in a related field with demonstratable (3-5 years) administrative experience.
• Computer skills, including database management software.
• Must have experience with the Microsoft Outlook suite of tools, including Excel and Word.
• Excellent communication skills both verbal and written.
• Excellent organizational and project management skills.

Nice To Haves

• Knowledge and experience in providing administrative support to ACS- accredited Chemistry programs is highly regarded.
• Knowledge in the use of software tools currently used at UML, including Peoplesoft Financials (including Summit), SIS, Job Hawk, Buy Ways, Page Up, service requests, and HR Direct modules.

Responsibilities

• FINANCIAL ANALYSIS: Oversee departmental budget preparation and monitoring, including operational, various discretionary and gift funds, and continued education funds. As needed, coordinate with the KCS Deans Office in budget planning and reconciliation. Support procurement policies and departmental procedures related to research and educational expenses (requisitions, purchase orders, reimbursements, travel, etc.)
• Analyze, monitor, and maintain departmental budget records (Operating, Discretionary, Adjunct budget, student help budget and Overhead accounts). Provide support to faculty in analyzing and monitoring grant/contract budgets. Manage vendor-related responsibilities for the department, including new vendor creation in UML tools such as BuyWays. Assist faculty, staff, students and the chair with expense approvals and bank card processing through UML tools such as Concur.
• ADMINISTRATION: Organize and coordinate the running of the department central office Provide administrative and organizational support to the department chair, center directors, faculty, and staff as necessary, including departmental communications, record keeping, supply and demand oversite for office activities, and engagement with campus partners e.g. Facilities service requests. Support the administrative needs of students and adjuncts as required. Supervise work-study student labor to ensure efficient deployment and task accomplishment. Prepare employment contracts (TA/RA, Adjunct Faculty, and hourly employees) which includes all associated hiring paperwork (I-9s, W4s, Participation Agreement, Receipt of Policies, etc.) utilizing human resource procedures and policies.
• STUDENT SUCCESS: Review and approve students for graduations in the various academic terms in accordance with policies issued by the University. Support the Department Chair and other essential faculty in student tracking needed to maintain status in the Americal Chemical Society accredited program of Bachelor of Chemistry. Support student tracking in all other aspects of academic performance and steps to graduation, including SIS records, graduation form submissions and scheduling of committee meetings. Assist students in addressing questions related to program, course registration, class scheduling, required forms and policies, and other issues as needed. Manage student contact distribution lists and support tracking of student career progression during and after degree completion. Support the Chair and other faculty in the creation and distribution of materials needed for student recruitment, retention, and engagement. This may also require representing the department in student events if needed.
• EVENTS: Manage departmental planning and coordination for various events, including Open Houses, Welcome Days, High School Visits, and faculty recruitment interviews. Role requires overseeing faculty and student involvement, scheduling agendas and audio-visual needs, coordinating travel, meal planning, and other responsibilities that may be specific to the event. Assist the Department Chair with planning departmental meetings and symposia, including room reservations, recording and archiving minutes of the meetings, and other tasks as needed. Partner with the UML Advancement Office to ensure planning and coordination of events, visits, and other such events is provided for engagement with alumni, corporate partners or advisory boards.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED
• Number of Employees: 1-10 employees