Academic Administrator

Wellesley College · Wellesley College · $30.98/hr (stated in the posting)

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At Wellesley, our mission is to deliver an outstanding liberal arts education to women who will make a difference in the world. Our collaborative community, comprising of faculty, students, staff, and alumnae, is guided by our shared commitment to educational excellence. Join us in this transformative journey!

Application Instructions:

When submitting your application, please adhere to the following requirements:

• Carefully review all job details prior to applying.

• Enter your legal name exactly as it appears on your government-issued identification.

• Upload a comprehensive résumé/CV and cover letter in either PDF (.pdf) or Word (.doc) format.

Current Wellesley College employees must submit applications through the internal Workday portal by searching “browse jobs.” 

Job Posting Title

Job Description Summary

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 duties. Posts/manages student applications via Student Employment website
• Manages student department assistant(s), if any: assigns and reviews tasks and projects, handles student worker job reviews and schedules work hours
• Approves timesheets
• Coordinates with Student Employment and Payroll to ensure students have all the necessary documentation and forms so they can be officially hired

Miscellaneous Student and Student Groups (clubs)

• Assists with logistics for approved student travel to annual conferences, lectures, off and on campus events
• Assists student groups (e.g. SIDI) with projects and events 
• Books rooms for student events via 25Live

Tenure Track and Adjunct Faculty Search 

• Manages campus visit budget
• Handles scheduling and travel arrangements
• Creates and maintains logistics of search
• Creates student candidate evaluation form, compiles data, report results to search committee
• Maintains confidential files for search committees
• Work with both internal and external faculty
• Submits “green form”
• Works with multiple departments including Facilities, LTS, Provost, HR to coordinate new faculty onboarding
• Onboarding/Reboarding: coordinates with Facilities (rooms painted, furniture/shelves added/removed, keys made, etc.), LTS (computer/software) to get offices prepared and ready for new faculty and faculty returning from leave

Note:  Different responsibilities are emphasized at different times of the academic year.  Not all activities will take place in all academic departments each academic year.

Supervisory Responsibilities

• Student worker(s)

Basic Qualifications

Education Required

• High school degree required. 
• Some post-secondary education strongly preferred to provide the analytical and problem-solving skills required to respond to varied demands and competing multiple projects. 
• Also provides the communication skills (verbal and written) necessary for interacting with varied constituencies.

Experience Required

• 1-3 years’ related office experience

Candidates must be legally authorized to work in the United States without employer’s sponsorship now or in the future.

Skills and Abilities

• Office management skills and attention to detail
• Strong computer and office software skills
• Excellent verbal and written communication skills
• Ability to work independently and to seek out answers from others at the College
• Skill in collaborating with various constituencies, including students, faculty and staff

Salary:

The pay rate for this role is $30.98 per hour.

Position Details:

This is a part-time (28 hours per week) benefits eligible, 43 week Academic Year appointment (from about August 28th - June 21st).

Company Description 

Wellesley’s mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community—faculty, students, staff, and alumnae. 

Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.

• Competitive Compensation: Experience competitive wages ensuring your dedication is recognized and rewarded.
• Exceptional Benefits Package: Access a comprehensive benefits package, including health, dental, vision and pre-tax saving  benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
• Commuting and Transportation: Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail. 
• Paid Time Off: Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
• Retirement Savings: Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
• Work/Life and Wellness: A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.
•  Professional Development: Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
• Tuition and Education Benefits: Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
• Campus Privileges: Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community. 

Apply today and take your first step toward a rewarding career with Wellesley College – where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!

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EEO Statement

At Wellesley, we embrace and honor difference and diversity. We believe the best ideas—the best solutions—draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members of the Wellesley community have an equal opportunity to flourish. 

Wellesley College is an Equal Opportunity Employer and prohibits discrimination against qualified individuals in hiring and advancement based on any legally protected status. Candidates who believe they can contribute to the College community are encouraged to apply.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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