Academic Administrator, Art

The Academic Administrator provides administrative and operational support for the Art Department and Media Arts & Sciences (MAS) to ensure their smooth running. Administers and coordinates office procedures and activities related to faculty and students. Responsibilities may include support activities related to budget/accounting management; curriculum/scheduling; events; students; and/or tenure track and adjunct faculty searches. Supervise student workers.

Position Responsibility: **

General Administrative**

• First point of contact and primary department resource for the College community and visitors to the College.

• Maintain Department website, including faculty profiles.

• Liaison for Department technology and facilities issues.

• Manages various departmental calendars.

• May be responsible for taking minutes/notes at faculty meetings.

• Organize departmental prizes for commencement and convocation, (run prize contests, arrange for application review, submit winner information)

• Other general administrative duties as assigned (office supply ordering, phones, etc.)

Budget/Accounting Management**

• Oversight of department/program financial functions

• Works with Chair and Program Coordinator to track, reconcile and administer operating, current use, endowed and grant funds; occasionally required to steward endowed funds.

• Work in coordination with the Chair and Program Coordinator regarding 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**

• Curriculum: assists Department Chair and faculty to assemble curriculum materials for each academic year; creates marketing materials for department(s) including flyers, brochures and electronic materials.

• Course scheduling and listing process: maintain timelines for submission to course scheduling software and ensures timely faculty submissions; proofread to minimize errors on course listings; collaborate with external departments for cross-listed courses; updates course numbers as needed.

• Communicates Registrar procedure and policy changes.

• Manages honors program application process and administration.

• Exam management: may coordinate locations and tech for makeup classes/exams.

Events

• Operational event oversight and first point of contact regarding logistics, budget and accounting activity, promotion and communication for multiple events throughout the year.

• Logistics: primary event contact, hires vendors and student staff, creates menus, event design, 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 student workers and with faculty when hiring their research assistants

• Creates job title/description and duties required (for student workers, research assistants). Post/manage student applications via Student Employment website. Interviews, negotiates and hires student worker (academic year and summer coverage positions). For Studio Art technician-supervised positions, coordinates job descriptions, interviewing, and hiring with the appropriate supervisors.

• Assigns and reviews tasks and projects

• Handles student worker job reviews and makes recommendations

• Schedules work hours

• Approves timesheets

• Provides training on administrative processes

• Supervises students

• Coordinates with Student Financial Services and Payroll to ensure students have all the necessary documentation and forms so they can be officially hired.

Miscellaneous Student and Student Groups (clubs)**

• Coordinates student travel logistics to annual conferences, lectures, off and on campus events.

• Assist student groups with projects and events, including supply and food purchasing

• Book rooms for students via 25Live

• Circulates and monitors department student internship stipend information

• May assist student groups with projects and events

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” when appropriate.

• 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 (phones, computer/software) to get offices prepared and ready for new faculty and faculty returning from leave. Help familiarize new faculty with departmental resources and spaces.

• Assists the R & P as needed.

• 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.

Other

All employees hired after August 2, 2021 are required to upload proof of vaccination against COVID‐19, subject to approved medical or religious exemptions or disability accommodations.

Worker Sub-Type
Administrative

Time Type
Full time

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 for the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer, and we are committed to increasing the diversity of the college community and the curriculum. Wellesley College and all its subcontractors shall abide by the requirements of 41 CFR 60–1.4(a), 60–300.5(a) and 60–741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that goal are encouraged to apply.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Higher education: 2 years (Preferred)

Work Location: One location