Executive Coordinator - College of Arts & Sciences

Performs a key role in leading high-level administrative operations and supporting the identification and implementation of strategic priorities and continual improvement efforts of the CAS. Performance of these duties requires a broad and comprehensive understanding of the mission operations and challenges of the CAS independent judgement discretion initiative as well as a working knowledge of organizational policies procedures and practices. Requires strong computer written verbal communication skills. Also calls for flexibility creativity excellent interpersonal and project management skills and the ability to work well with others. The executive coordinator is a critical member of the CAS Deans office team which together provides key support for all the departments of the CAS.

Duties and Responsibilities

CAS Deans Office Mission

Lead out in the service mission of the CAS Deans office as a source of accurate information and reliable support for the faculty and students of the College of Arts and Sciences. Regular physical presence in the office space during business hours is recognized as essential to the ECs responsibility to oversee and contribute to this mission.

Screen hire supervise and evaluate CAS Deans office clerical staff.

Connect with relevant departments or offices to help address time-sensitive service failures or related issues on behalf of students and faculty collaborate with Dean or Associate Dean as needed to resolve issues.

Academic Program Assessment and Alumni Support

• Co-author critical documents in coordination with the Dean and Associate Dean (such as the Annual CAS Assessment Report) using initiative to gather data establish estimates conduct surveys and supervise projects.
• Coordinate with Institutional Research office to produce an annual list of courses taught by each faculty member with the number of students in each course for use in various reports (e.g. Annual Faculty Reports and Individual Faculty Plans).
• Coordinate with Institutional Research office to produce other forms of reports as needed.
• Coordinate with the Alumni Office advance department-level connection with alumni further CAS initiatives and support university-wide priorities.
• Coordinate with departments and other schools to ensure regular assessment and other processes are conducted for interdisciplinary programs.
• Support the Dean in overseeing regional and program-level accreditation compliance.

Budgeting

• Monitor College of Arts & Sciences budget implementing routine expenditures; process purchase orders and check requests as needed; recommend changes to purchasing strategies.
• Serve as a Budget analyst keeping track of expense accounts obtaining proper authorization for expenditures preparing recommendations and helping to problem-solve in budget matters.
• Serve as Budget analyst assisting Dean with oversight and forecasting of department-level expenses seeking to anticipate needs and strategize ways of addressing them.
• Support departments with special purchasing needs and use of designed research grants.
• Support Dean in processing of CAS contracts for labor teaching and other types of payments.

Communication

• Manage the front-line communication activities of the CAS Deans office including contact with faculty students visitors and others.
• Oversee the editing of the College of Arts & Sciences website through the web-management system made available by the university
• Coordinate communication regarding the College of Arts & Sciences policies and procedures for internal and external use.

Document development and management

• Serve as general editor for the annual academic bulletin revision process in coordination with the Associate Dean chair of ASAC and the universitys Accreditation Liaison Officer.
• Maintain and monitor sensitive faculty and staff records for the College of Arts & Sciences. Oversee student workers in the routine collecting and filing of other records.
• Maintain up-to-date CAS documents in connection with committee actions.
• Record edit and distribute official minutes for the CAS Executive Committee and other meetings as assigned writing at a high level of accuracy and awareness of present and future audiences.
• Coordinating the receipt and review of annual faculty reports sabbatical applications research grant applications professional presentation travel requests and student and teacher awards

Faculty Development

Support Faculty Development efforts in collaboration with the Dean and Associate Dean

Support faculty search process across the CAS particularly with scheduling meetings with the Dean other administrators and offices as needed logistics for candidate presentations and facilitating communication with Human Resources and related offices as needed for onboarding new faculty (e.g. H-1B visas moving and housing arrangements).

Operations

• Assist the Dean and department chairs with faculty and staff search processes providing coordination with other offices (e.g. HR) and administration leadership (e.g. President Provost).
• Coordinate with the Associate Dean office clerical staff advisors and Records in developing lists of students who qualify for the Deans Lists Academic Warning Academic Probation Critical Academic Probation and Academic Disqualification.
• Coordinate annual awards assembly colloquium and other events.
• Coordinate the College of Arts & Sciences schedule of due dates for various reports and activities (e.g. sabbatical requests student award nominations etc.) for clear timely communication with all parties involved (e.g. CAS faculty as a whole CAS department chairs)
• Act as a liaison to the staff of the other Schools the Office of the Provost and the Office of the President for smooth coordination of institutional business.
• Monitor the flow type and completion of Physical Plant work requests made by CAS departments provide relevant updates and recommendations to the Dean
• Monitor the flow type and completion of IT work requests made by CAS personnel provide relevant updates and recommendations to the Dean
• Coordinate with the universitys advising staff (SASS) to facilitate needed student services and recommend issues for the Deans attention
• Coordinate with Enrollment Advancement and other offices to support CAS initiatives
• Recommend new administrative approaches to achieve College of Arts & Sciences objectives.
• Make travel and meeting arrangements for Dean and Associate Dean(s) as needed.

Other

Perform other duties as assigned by the Dean.

Represent CAS Deans office team on specified committee(s).

Recommend and assess initiatives that will further the CAS Deans office mission.

Knowledge Skills and Abilities

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position requires broad and sound judgment along with a comprehensive knowledge base. Employee will be responsible administratively for specific activities projects programs or coordination of services within the functional area.

Education/Experience

Bachelors degree from a four-year college or university. Three to five years work experience in an educational environment is desirable particularly with a significant level of responsibility.

Language Ability

Ability to read analyze and interpret academic periodicals professional journals technical procedures or governmental regulations. Ability to write reports business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of faculty staff students and the general public as this position frequently communicates complex information. Ability to train and monitor others performance. Ability to present resolve conflicts and address delicate situations. Ability to motivate and persuade others.

Math Ability

Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions percentages ratios and proportions to practical situations. Experience with budgeting and spreadsheets is desirable.

Reasoning Ability

Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Problems are highly varied complex and often non-recurring novel and require creative approaches to resolutions. New concepts and approaches may have to be developed. Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.

Computer Skills

To perform this job successfully an individual should have expertise in the use of general computer software like Microsoft Office or Google Suite Publisher InDesign or Canva and Banner is desired.

Certificates and Licenses

None

Supervisory Responsibilities

This job supervises clerical personnel and students.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is occasionally exposed to work near moving mechanical parts and risk of electrical shock.

The noise level in the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and/or move up to 10 pounds frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision distance vision peripheral vision depth perception and ability to adjust focus. While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel and talk or hear. The employee frequently is required to stand and reach with hands and arms. The employee is occasionally required to walk; climb or balance and stoop kneel crouch or crawl.

Salary Wage Range: $68640.00 plus generous benefits:

• Comprehensive health coverage
• Tuition Assistance (spouse and dependent eligibility)
• 10 Paid Holidays
• FSA Pet Insurance Legal Services Identity Protections Services and more!