The Academic Division Coordinator is responsible for the efficient office operation of the Mathematics, Analytics, Science, and Technology division, balancing the needs of multiple faculty members and buildings. This includes assisting staff, visitors, students, student organizations, and other faculty housed in the Division’s buildings.
WHAT YOU WILL DO
In consultation with the Division Chair, coordinates/supports the division course staffing and scheduling, contract load, and accreditation visits.
In conjunction with the Division Chair, ensures accuracy of all part-time faculty teaching information prior to submitting their payments into Workday through Period Activity Pay, and generates data sheets for full-time faculty overloads for the Dean of Faculty’s Office review and contract initiation.
Assists Division Chair with faculty processes such as the annual faculty performance appraisal process and storing of confidential records, managing the tenure and promotion process, on-boarding new faculty hires, ADMB review of non-tenure track contracts, and the visiting scholar process.
Supports the Division Chair by maintaining their calendar; coordinates meeting logistics and special events which may include recording meeting minutes. Coordinates travel arrangements for faculty, Division Chair, visitors and speakers as needed.
Assists with logistics of faculty recruitment process, including but not limited to scheduling interviews and campus visits for faculty searches, assisting with orientation and integration of new and adjunct faculty, and ensuring the Division Chair is up to date on all developments regarding open positions and searches.
Assists faculty in their preparation for delivery of courses. Provides administrative and technical support to multiple faculty members including assistance with presentations, proofreading, and editing of correspondence and research materials, and maintaining knowledge of current technical advances that affect their work environment. May assist faculty with research and support faculty in setting up their courses in Canvas, managing syllabi, editing and posting documents, and making copies/scans of course documents and exams.
Proctors student make-up exams as needed.
Responsible for the design, development, and maintenance of division web pages and social media accounts. Proactively suggests changes that may help better market the division.
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.
Assists in budget maintenance; works with the budget office, faculty, and in Workday to update, clarify, and process expense reports, budgetary changes, and discrepancies.
Oversees Kriebel and Gerber buildings and assists all faculty and staff with offices in these buildings with issues including but not limited to: housekeeping issues, computer and printer issues, office assignments, set-ups and moves, key access, telephone, HVAC issues, AV equipment, and copier issues.
Uses Babson’s room reservation process to reserve rooms for faculty as requested.
Maintains inventory of office supplies in department offices, copy room, and faculty lounge. Independently authorizes vendor purchases and payments for the division for these spaces, has discretionary use of Babson Procurement Card, and reconciles and meets with auditors regarding same.
Updates syllabi in conjunction with library staff.
Supports the Division Chair in the coordination and execution of special events, meetings, and celebrations as needed. This includes serving as a liaison to departments such as Facilities, IT, and EMO; creating and tracking invitations and attendance; and ordering food, certificates, programs, and other event needs.
Manages the book/case ordering process by regularly interfacing with appropriate stakeholders including publishers’ representatives, publisher’s websites, and bookstore.
May support the Faculty Director of Integrated Sustainability with event coordination, scheduling, and budget.
As needed, may assist the science lab manager with set up and take down of lab equipment and preparation of lab materials.
Helps the Division Chair create a positive, collaborative atmosphere around the division.
Assumes additional responsibilities as requested
YOUR TEAM WILL INCLUDE
N/A
WHAT EDUCATION AND SKILLS YOU WILL NEED
Bachelor’s Degree or Associate’s 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 computer/technical skills including proficiency in Microsoft 365 and Google Suite.
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
Requires work onsite 4 days/28 hours per week (Monday-Thursday) with some work Friday as needed; the on-campus requirement is subject to modification based on organizational need.
ADDITIONAL SKILLS YOU MAY HAVE
Prior experience in higher education preferred.
