Institute Coordinator of the Alice C. Higgins Institute for Arts and Humanities

Clark University•Worcester, MA

About The Position

The Institute Coordinator of the Alice C. Higgins Institute for Arts and Humanities oversees the development and maintenance of the annual budget and manages event-programming logistics. The coordinator works independently in these areas and collaborates with the Director to support the Institute’s strategic goals. The role coordinates budgets for endowment and grant funds; plans and implements events; administers the Institute’s internal faculty grant program; and supports office management and operations. The coordinator also supports the Director and Associate Director, preserves institutional knowledge through faculty-director transitions, and maintains relationships with on- and off-campus partners. After training, the position may offer an alternative work arrangement with some remote hours and flextime.

Requirements

Bachelor’s degree, or equivalent education and experience; preferably in higher education or a nonprofit setting.
Familiarity and experience with bookkeeping concepts and processes.
Ability to attend scheduled evening events throughout the semester.
Proficiency with Microsoft Word and Excel.
Familiarity with, or capacity to learn, financial software (Banner), procurement software (SmartBuy Plus), an academic course-planning system, and an event-scheduling platform (EMS).
Professionalism, attention to detail, accountability, and ability to prioritize daily tasks.
Strategic-planning aptitude and problem-solving skills, with discretion and discernment.
Ability to flourish in a small collaborative environment and demonstrate flexibility and versatility.
Excellent communication skills and ability to manage on- and off-campus relationships.
Prior experience working with and contributing to a diverse workplace, with ability to maintain positive and productive interpersonal relationships.
Interest in humanities programming and scholarship.
Collegiality and a sense of humor.
Applicants must be currently authorized to work in the United States for any employer.
Successful background check required upon acceptance.

Nice To Haves

Experience in higher education or a nonprofit setting.
Familiarity with Banner, SmartBuy Plus, an academic course-planning system, and EMS, or capacity to learn these systems.

Responsibilities

Collaboratively develop and implement annual budget plans, including budgets for endowment and grant funds.
Participate in strategic planning, oversee financial goals related to programming, courses, and grants, and make budget recommendations to the Director.
Process teaching stipends, honoraria, and other compensation; submit invoices and reimbursements through SmartBuy Plus.
Communicate with Business & Financial Services and other campus constituents about budget matters, and ensure compliance with Clark University accounting policies.
Create and execute logistical plans for events in collaboration with campus partners, including Media Services, Catering, Facilities Management, and the campus bookstore.
Administer event budgets and contracts and coordinate travel arrangements for guest lecturers.
Participate in programming planning sessions and attend up to 12 day and evening events per semester.
Oversee the Institute’s internal Humanities faculty grant program, including annual major grants and linking grants of up to $5,000 each and rolling mini-grants of up to $750 each.
Track grant activity trends and make recommendations during annual fiscal planning; distribute funds, coordinate reimbursements, maintain grant records, monitor individual grant budgets, communicate grant policies, and oversee compliance.
Order office supplies and oversee office-equipment maintenance.
Work with the Registrar Office to list Institute courses each semester.
With the Associate Director, supervise maintenance and booking of two Institute-managed spaces.
Hire and manage student employees as needed.
Support the Director and Associate Director as needed, preserve institutional knowledge through faculty-director transitions, and support collaborations with humanities faculty across Clark.
Maintain effective working relationships with on- and off-campus partners, including the Office of Sponsored Programs and Research and Advancement.
Perform other miscellaneous duties as needed.