Job Description:

DIVISION: Academic

BASIC FUNCTION: Successful candidates will demonstrate the ability to work independently managing multiple tasks for the College of Arts and Sciences Department of Biology as well as supporting the Director of Health Studies the Advisor of the Health Professions Program and supporting the Animal Facilities. Seeking proficiency in managing department and program budgets.

KNOWLEDGE AND SKILL NEEDED:

EDUCATION: Associates Degree or higher preferred or equivalent office experience

EXPERIENCE: A minimum of 5 years of office experience is required. A strong ability to work and communicate with others is essential requiring welldeveloped interpersonal organizational and problemsolving skills with strong customer service and attention to detail. The ability to work independently and carry tasks through to completion. To plan and anticipate yearly workflows and work closely with Chairs and Directors as well as the Deans Office. Proficiency with Microsoft Office (including Excel Word and Outlook) as well as an aptitude for learning new systems and tools.

REPORTS TO: Chair of Department

ESSENTIAL FUNCTIONS:

Manages all department and Program budget and finance needs. This involves:

• coordinating and managing budgetary and financial operations for the departments and programs assigned including monitoring budget availability throughout the budget cycle;

• managing all budgetary processes through the Work Day application;

• assisting department chair and directors with annual budget submission.

Course Registration Process. This involves:

• coordinating and processing electronic submission of semester course offerings for areas of support through the CourseLeaf application inclusive of identifying appropriate Magis Core attributes;

• assisting department chair with verifying approval of WAC/WID course releases;

• assisting department chair with verifying approval of research credit course releases;

• organizing registration materials assisting with the monitoring of faculty teaching loads and schedules and student enrollments;

• managing necessary documentation and processing for Internship and Independent Study courses in Stags4Hire;

• assisting CAS enrollment management team with course enrollments communicating to chair and/or directors faculty members and students when courses are low enrolled and need to be cancelled;

• with Chair/Dean approval canceling low enrolled classes and moving students to other sections. This entails looking up student schedules and followup with instructors and students etc.

Faculty Hiring Process. This involves:

• assisting chairs with the hiring of new tenure track non tenure track and parttime faculty; inclusive of maintaining electronic files for new & prospective hires (as requested) coordinating travel arrangements scheduling interview and event arrangements for oncampus visits and reconciliation of all expenses associated with search;

• assist with onboarding of new faculty hires; inclusive of working with the Deans Office to ensure office assignment and working with ITS to ensure phone computer and iPad are assigned and setup;

• assisting in the orientation of parttime faculty including compiling application information and directing them towards the next steps through the hiring process coordinating necessary setupoffice space Blackboard ITS etc.

ESSENTIAL FUNCTIONS:

Assist Departments & Programs. This involves:

• assist with department and program catalog review and updates;

• assist with faculty advisee assignments for firstyear students and reassignments as needed;

• assist with data and information collection for annual reporting recording faculty and student highlights;

• data reporting for program growth such as obtain information from the Universitys Student Information System including the running of reports for all concentrations majors minors annual report process and other department business;

• work with CAS Director of Enrollment Management to get reports for special requests;

• assist with the logistics for department/program annual student awards; inclusive of compiling creation of student certificates and citations;

• assist with department/programspecific projects as needed;

• serve as backup office support for other departments as needed.

Marketing and Communications Management for CAS Departments & Programs. This involves:

• posting of studentrelated events on portal; digital board University Announcements and Localist (Fairfield University website event page);

• create posters and award certificates through the Canva application/software following university guidelines and templates;

• working with Marketing and Communication for approvals and processing to meet University marketing standards;

• work with internal and external vendors for ordering of promotional merchandise

Provide general office support delegating to student workers as appropriate. This involves:

• greeting and assisting visitors staff and students responding to requests for information from both internal and external constituents;

• calendar managementscheduling of department meetings and workshops;

• manage all logistics for department/program event planning workshops class trips student events and honor society celebrations inclusive of collaborating with Coordinators in the Sciences to share in the preparation of annual honor society activities as associated with all areas in the sciences such as Sigma Xi events;

• proficiency with Event Management Systems for reservations and event planning; inclusive of catering media support and room setup;

• update department/program faculty list each semester as needed;

• assist with general department/program responsibilities such as maintaining department files collection and electronic filing of course syllabi ordering office supplies and processing of work orders to manage facilities issues.

Hire train monitor and delegate the flow of work to student assistants. This involves:

• manage the hiring process for approved graduate assistants nonwork study student and federal workstudy student workers;

• organize efficient work schedules for all student workers;

• approve weekly payroll for student workers

• establish and monitor the workflow process for all student workers.

Performs other related duties as requested

Category:

Performs such other duties responsibilities and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties responsibilities activities and/or qualifications required or expected of employees assigned to this job. Duties responsibilities and activities may change and new ones may be assigned at any time with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

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