Division Coordinator, Arts and Humanities

Overview

Overview highlights

Responsibilities

• Faculty Recruitment and Advancement:
• Assists Division Chair with logistics of the annual faculty performance appraisal process.
• Assists Division Chair in managing the tenure and promotion process and ADMB review of non-tenure track contracts.
• Plays key role in faculty recruitment process including placing discipline-specific job notices, setting up searches in software such as Workday recruiting, overseeing candidates’ visit schedules, arranging candidates’ travel, lodging and local transportation, coordinating with HR to inform rejected candidates of their status, handling all expenses and reimbursements for candidates, etc.
• In conjunction with the Division Chair, orients and integrates new faculty, introducing them to the College’s policies and procedures, creating and distributing easy to follow onboarding procedures.
• Payroll and Budgeting:
• In conjunction with the Division Chair, processes part-time faculty Period Activity Payroll through Workday. Generates data sheets for full-time faculty overloads for the Academic Affairs Office review and contract initiation.
• Assists in budget maintenance, manage distribution of funds, analyze and interpret budget works with the budget office to update, clarify, and process budgetary changes and discrepancies.
• Assists as needed with expense records for reimbursements for faculty and Division Chair.
• Independently authorizes vendor purchases and payments; has discretionary use of Babson Procurement Card; and reconciles and meets with auditors regarding the same.
• Website and Social Media:
• Responsible for the design, development, and maintenance of division web pages as well as administration of pages overseen by faculty directors housed in A&H including the Languages and Global Cultures Program, the Babson Writing Center, and TEST Theater, utilizing Terminal 4. Proactively suggests changes that may help better market the division.
• Maintains an active social media presence on division accounts on Twitter, Instagram and Facebook, regularly posting about Arts & Humanities and History & Society events or staff.
• Create flyers and implement email marketing blasts to advertise events.
• Special Events:
• Coordinates division faculty’s programming and administration of the following annual college-wide events: 2-3 Global Film Series screenings with speakers, 2 T.E.S.T. theatrical productions, 2-3 Sorenson Center for the Arts speakers, 3-4 Waterline Reading Series Showcase, the Thompson Visiting Poet Series, annual Foundations of Critical Inquiry (FCI) Showcase event, Dialogues series, among others. Responsibilities can include helping plan, curate, and promote events, making travel and lodging arrangements, prompt processing of necessary contracts and payments, disseminating promotional material, reserving event spaces, communicating with visiting presenters, coordinating with the Sorenson Center staff, etc.
• Coordinates an average of 15 classroom speakers per academic year. Responsible for any travel arrangements, prompt processing of necessary contracts and payments through Workday, coordination of any additional technical needs.
• Assists division faculty with the annual Wooten Writing Prize and Conlon Writing Prize, offering administrative and promotional support.
• Assists in the administration of programs overseen by faculty directors housed in A&H including the Languages and Global Cultures Program, the Babson Writing Center, and the First-Year Writing Program. Helps plan and execute program retreats, meetings, honoraria and other events and tasks.

YOUR TEAM WILL INCLUDE

Responsibilities highlights

• Assist Assists Division Chair with logistics of the annual faculty performance appraisal process. Assists Division Chair in managing the tenure and promotion process and ADMB review of non-tenure track contracts. Assists in budget maintenance, manage distribution of funds, analyze and interpret budget works with the budget office to update, clarify, and process budgetary changes and discrepancies. Assists as needed with expense records for reimbursements for faculty and Division Chair.
• Financial In conjunction with the Division Chair, processes part-time faculty Period Activity Payroll through Workday. Independently authorizes vendor purchases and payments; has discretionary use of Babson Procurement Card; and reconciles and meets with auditors regarding the same.
• Talent Acquisition Plays key role in faculty recruitment process including placing discipline-specific job notices, setting up searches in software such as Workday recruiting, overseeing candidates’ visit schedules, arranging candidates’ travel, lodging and local transportation, coordinating with HR to inform rejected candidates of their status, handling all expenses and reimbursements for candidates, etc.
• Planning Responsibilities can include helping plan, curate, and promote events, making travel and lodging arrangements, prompt processing of necessary contracts and payments, disseminating promotional material, reserving event spaces, communicating with visiting presenters, coordinating with the Sorenson Center staff, etc. Helps plan and execute program retreats, meetings, honoraria and other events and tasks.
• Social Media Maintains an active social media presence on division accounts on Twitter, Instagram and Facebook, regularly posting about Arts & Humanities and History & Society events or staff.
• Coordinate Coordinates division faculty’s programming and administration of the following annual college-wide events: 2-3 Global Film Series screenings with speakers, 2 T.E.S.T. theatrical productions, 2-3 Sorenson Center for the Arts speakers, 3-4 Waterline Reading Series Showcase, the Thompson Visiting Poet Series, annual Foundations of Critical Inquiry (FCI) Showcase event, Dialogues series, among others.
• Marketing Create flyers and implement email marketing blasts to advertise events.
• Procedure In conjunction with the Division Chair, orients and integrates new faculty, introducing them to the College’s policies and procedures, creating and distributing easy to follow onboarding procedures.
• Develop Responsible for the design, development, and maintenance of division web pages as well as administration of pages overseen by faculty directors housed in A&H including the Languages and Global Cultures Program, the Babson Writing Center, and TEST Theater, utilizing Terminal 4.

Other Duties

• In consultation with the Division Chair, coordinates/supports the division course staffing and scheduling, contract load, and accreditation visits.
• Supports the Division Chair by coordinating meeting logistics and special events which may include recording meeting minutes, coordinating speakers, scheduling rooms, and purchasing refreshments.
• Assists faculty in their preparation for delivery of courses. Provides administrative and technical support to multiple faculty members, maintaining knowledge of current technical advances that affect their work environment. May support faculty in setting up their courses on Canvas, managing syllabi, and editing and posting documents.
• Proctors student make-up exams as needed.
• 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.
• Oversees building/office facility issues including, but not limited to: daily housekeeping issues, computer issues, telephone, HVAC issues, and AV equipment, copier issues, etc.
• In conjunction with Office of Academic Affairs, oversees yearly faculty office assignments and moves for all A&H and H&S faculty, as well as distribution and collection of keys and creation of associated office plaques.
• Supervise student worker. Division Coordinator will create student worker job descriptions, hire candidates in Workday, train, mentor, and supervise daily duties.
• Updates digital syllabi archives in conjunction with library staff.
• Works closely with the Academic Division Coordinator of the H&S division on joint initiatives.
• Helps the Division Chair create a positive, collaborative atmosphere around the division.
• Assumes additional responsibilities as requested.

WHAT EDUCATION AND SKILLS YOU WILL NEED

• Bachelor’s Degree or Associate Degree and equivalent work experience.
• A minimum of 3-5 years of similar experience.
• Must have excellent organizational, interpersonal, and communication skills.
• Ability to maintain a high degree of confidentiality at all times.
• 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 technical skills including proficiency in Microsoft 365 and Google Suite .
• Must be able to master Canvas, T4, Webex and Workday.
• 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 ET&A; 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.

HOW AND WHERE YOU WILL WORK

ADDITIONAL SKILLS YOU MAY HAVE

• Prior experience in higher education preferred.

Requirements highlights

• Skills Must have excellent organizational, interpersonal, and communication skills. 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 technical skills including proficiency in Microsoft 365 and Google Suite.
• Experience A minimum of 3-5 years of similar experience. Prior experience in higher education preferred.
• Support Provides administrative and technical support to multiple faculty members, maintaining knowledge of current technical advances that affect their work environment. In consultation with the Division Chair, coordinates/supports the division course staffing and scheduling, contract load, and accreditation visits.
• Initiative Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
• Education Bachelor’s Degree or Associate Degree and equivalent work experience.

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