Academic Department Coordinator - Art & Architecture_

The Academic Department Coordinator (ADC) assists their assigned academic department(s) with coordinating, organizing, compiling, and preparing data and written reports related to accreditation, curriculum review and development, assessment, grants, and other areas. The ADC will also represent the department(s) when working with individuals and offices within the HWS community and with external visitors and groups. This position currently provides administrative support to the Art and Architecture Department, as well as the Trias Program.GENERAL RESPONSIBILITIES:· Respond to inquiries requiring a broad understanding of work-area policies and procedures. Ensure that any inquiries are addressed and resolved.· Resolve non-routine problems in a thorough and timely manner; use discretion in contacting the appropriate party to resolve a given issue and complete tasks.· Compose and edit documents. Produce and coordinate class materials, including handouts, syllabi, exams, etc. Make photocopies and collate materials, such as grant proposals, tenure and promotion cases, and on-campus visits.· Use various software, including PeopleSoft, Unimarket, Baseline, Outlook Office, Publisher and 25Live. Easily navigate the web and perform searches.· Create and maintain data bases specific to the department (Excel, Access). Research and gather information for projects and faculty personnel reviews.· Assist with faculty searches including job advertisement with discipline’s organizations’ listservs and/or their website’s job posting pages. – respond to applicant inquiries, assist applicants with use of Interfolio, coordinate job candidate travel and overnight stays for on-campus interviews, compile interview schedules. If it is necessary for applicants to submit materials via a different method, the ADC may need to upload copies into Interfolio for the Search Committee’s access. The ADC will be responsible to contact Interfolio or Human Resources for appropriate training if needed.· Assist with the coordination of campus events including IT needs, meetings and appointments, prospective student visits, travel arrangements, and catering.· Oversee budget monitoring including checking purchases against statements and maintaining proper files. Follow up on purchasing/accounting discrepancies. Prepare purchase orders using Unimarket. Process payments, stipends, faculty travel reimbursement, and honoraria.· Maintain filing systems and monitor efficiency. Manage updates as needed specific to own area.· Maintain office supplies and inventory.· Assist with faculty office assignments including: order keys, name plates, furniture, coordinate office computer (desk top or laptop) with IT, Human Resources and other departments.· Inform various campus offices of faculty away; forward mail as needed.· Train and coordinate work of student workers.· Provide support for Student Learning Feedback Forms.· Assume other related duties as required or assigned.· Additional responsibilities related to the Art and Architecture Department:o Responsible for scheduling rooms within Houghton House, Carriage House and Elliott Studio Arts Building during the academic year.o Assist with the Faculty Art Exhibit and the Student Art Exhibit during the academic year. Duties include publicity (order and distribute postcards and posters), arrange catering with Sodexho for the receptions, and assist with the setup/take down of the reception.o Provide tours to prospective students and their families as needed.o Submit appropriate class rosters to IT each semester to activate OneCards for the appropriate art buildings.o Order art supplies for students and accept their payment.o Hire and schedule models for art classes and submit their hours worked in Peoplesoft.OTHER INFORMATION:This is a 10-month, 30 hours per week, benefits-eligible, administrative hourly position. The benefit package includes but is not limited to: vacation; 10 paid holidays; sick time and personal days; medical, dental, and vision insurances; long-term disability coverage; life insurance; employee and dependent tuition benefit programs and retirement benefits. This position description is not all-inclusive, as other tasks or responsibilities may be assigned. Pay rate is $20.34/hourAssociate's degree or the equivalent of education and related work experience. Experience working in a higher education institution preferred. Working knowledge of Word, Excel, Outlook and data base systems, the web, software systems and office equipment. Strong interpersonal and communication skills. A sensitivity to working with a multi-cultural, diverse community. Ability to organize, multitask, manage and set proper priorities with independent judgment.Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.