Department Coordinator, Academic Success Center

Macalester College • Saint Paul, MN

2d

About The Position

The Department Coordinator provides general administrative support to the Academic Success Department, which includes tutoring centers, the Supplemental Instruction (SI) Program, and the Fellowship Advising program. The coordinator uses independent initiative to balance departmental and individual staff priorities and supports general operations, fiscal monitoring, projects and events, confidential information management, and supervision of student employees. The role also serves as a first point of contact for students, faculty, staff, alumni, and visitors.

The position works onsite approximately 32 hours per week during the extended academic year, August 1 through June 15, and follows a hybrid schedule during the summer, June 16 through July 31. Summer working hours total no more than approximately 40 hours. The Academic Success Department provides academic support through the Writing Center, Science and Quantitative Center, Academic Coaching, and Supplemental Instruction, and houses a fellowship advising program for students and alumni applying for nationally competitive fellowships and scholarships. The department has five faculty and staff members and 40–50 student employees.

The coordinator provides administrative and budget support; assists with hiring, training, and supervising student employees; supports fellowship advising; maintains department communications and records; and coordinates department events. Other duties include participating in team and college activities, supporting shared goals and initiatives, and providing backup support to colleagues. Satisfactory completion of a criminal background check is a condition of employment.

Requirements

• 1–3 years of experience in administrative support.
• High school diploma or equivalent.
• Satisfactory completion of a criminal background check as a condition of employment.

Nice To Haves

• Experience in higher education is preferred.
• A bachelor’s degree is strongly preferred.

Responsibilities

• Provide administrative support to faculty and staff in the department.
• Work with the Associate Dean of Academic Success to compile and distribute data and reports.
• Attend meetings and take notes.
• Track and order office supplies, maintain office equipment, and attend to common spaces.
• Administer and monitor budgets and restricted or endowed funds; process payments, reconcile p-card transactions, and make general purchases.
• Assist Academic Success Center staff with hiring, training, and supervising student employees, typically about 50 each semester.
• Assist the fellowship advisor with tasks related to nationally competitive scholarships and fellowships.
• Organize and maintain department documents, databases, and the department website.
• Provide oral and written information about the department to students and others on and off campus.
• Update social media accounts; create newsletters and brochures; and keep bulletin boards current.
• Act as the department’s administrative liaison and point of contact.
• Organize and coordinate department events, including tutor onboarding, SI training, Library coffee hours, and end-of-term celebrations.
• Make space reservations, coordinate the department calendar, arrange catering, and create and announce event publicity.
• Participate actively as a team member and in department and college activities; support shared goals and initiatives; provide backup support to other team members.
• Complete other responsibilities as assigned.

Benefits

• 10% employer contributions to the retirement plan.
• Vacation and sick time, plus 10 holidays.
• Health, dental, vision, and life and disability insurance.
• Employer contribution to a Health Savings Account.
• Tuition assistance covering 75%–90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities. Bargaining-unit benefits may vary under negotiated contracts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED