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Job Posting Title
Academic Administrator
Job Description Summary
Academic Administrative Non-Exempt
Job Description
The Academic Administrator provides administrative and operational support for the Mathematics and Statistics Department, the Data Science Major, the Quantitative Analysis Institute and their chairs/directors to ensure their smooth running.
Primary Position Responsibilities
General Administrative
First point of contact and primary department resource for the College community and visitors to the College
Maintains relevant websites, including updating online QAI resources
Maintains social media and alumnae lists
Liaison for department technology and facilities issues
Manages departmental calendars and email lists
Assists with departmental prize processes, (collect data, create certificates, submit winner information, ensure prize payment)
Collaborate with faculty to support departmental work and initiatives, as needed
Maintains office supplies (both for faculty and for the common room)
Maintains lists of majors, assists with administration as needed (e.g. tracking presentation requirement, helping with assigning major advisors, etc)
Assists in preparing self-scheduled final exams and envelopes
Assists in coordinating the QAI summer program
Budget/Accounting Management
Assists Chair with department/program financial functions
Works with Chair to track, reconcile and administer operating, current use, endowed and grant funds; occasionally required to steward endowed funds
Works in coordination with the Chair regarding any Capital Budget recommendations. Submits approved requests.
Works closely with Accounts Payable and the Controller’s Office to manage departmental accounting activities such as accounts payable, journal transfers, and monthly budget reports
Review, and reconciliation of department credit card (procard) statements; maintains financial documentation for audit purposes
Curriculum/Schedule
Assists Chair and Faculty in assembling curriculum materials for each academic year (e.g. catalog edits, new course forms, edits to course attributes); creates informational materials for department curricula, including flyers, brochures and/or electronic materials
Works with Chair to maintain timelines for submission to course scheduling software and ensure faculty timely submissions; proofread to minimize errors on course listings; collaborate with external departments for cross-listed courses
Communicates any Registrar procedure/policy changes to faculty
Assists with honors program application process and administration.
Events
Operational event oversight and first point of contact regarding logistics, budget and accounting activity, promotion and communication for departmental events throughout the year
Logistics: primary event contact, hires vendors, makes any necessary travel arrangements, day-of-event setup and takedown
Promotion and communication: initiates and maintains publicity schedule to promote events, produce publicity materials, maintains invitee list
Student worker hiring
Coordinates hiring process for any student workers as needed (e.g. graders, tutors, research assistants, department assistants, etc.)
Creates job title/description and…