Work Summary: This position is part of a shared staffing team consisting of 5 staff members and 3 student employees that provide support to two distinct academic departments within the College of Liberal Arts. This position works on a team led by the department administrator; other team members include the graduate program coordinator, course scheduler, and financial preparer/event coordinator. The shared staffing team fosters an engaging and professional environment committed to respect, inclusivity, continuous improvement, and teamwork. This position works directly with faculty instructors, and provides administrative support to the Religious Studies Director, its steering committee, affiliate faculty and staff. This position liaises with IT (LATIS and Central) to ensure technology needs are met, the departments’ online presences are maintained, and electronic file systems are functional and accessible. The position works within policies and procedures to coordinate complex administrative processes including academic searches and promotion and tenure dossier assembly, and provides support for hiring processes including visa applications and collection of required hiring documentation.
• Communication and Administrative Support to the Director of the Religious Studies Program • Troubleshoot and maintain equipment, liaise with IT – computers, copiers, media, software, room and other equipment for faculty, lecturers, and students. • First point of contact for image and sound courses. Troubleshoot problems. • Maintenance of online presence, including website, Facebook, and LinkedIn • Coordinate searches, P&T, Visas, hiring documents – faculty, lecturers, students. • Data management. Maintain records and information storage systems for CNES and CSCL • Supervision of student workers.
Provide administrative support for the Director of the Religious Studies Program, Steering Committee, affiliate faculty and staff. • Assist Director with preparation of agenda. • Assist with the coordination of program curriculum. • Work with Director to develop and implement promotional and administrative projects for the program, e.g., workshops for faculty and graduate students including outreach to local academic institutions. • Coordinate internal and external communications for the program in religious studies. • Attend meetings and take minutes. • Work with Director to review expenditures and budget reports. • Travel arrangements. • Produce marketing and other materials, mailings, brochures.
Provide administrative support for the departments of Cultural Studies and Comparative Literature and Classical and Near Eastern Studies.
Hiring • Lead on process of hiring foreign nationals. procedures as required by the University. DS02019, SSN, etc. • Preparation of position management requests, offer letters. • Hiring paperwork and background checks • Assist incoming faculty and lecturers with office set up including computers, keys, phone, and voicemail, and required course materials
P&T • Coordinate all aspects of P&T, including consultation on policies and procedures, draft correspondence to external reviewers, dossier compilation.
Academic Search • Point person and primary support for all departmental searches. Manage applicant files, coordinate advertising, full support to search committee and communication of University search-related policies.
Supervision of Student Workers • Supervise student workers, including hiring, training, assigning work, disciplining, and evaluations. Review applications, participate in interviews, recommend regarding hiring decisions. • Training of student, temp and casual employees on office tasks (websites, filing, mailing, etc.)
Merit • Coordinate Merit Review processes for CNES and CSCL faculty and P&A lecturers, including assisting department chairs with calculations of merit scores, preparation and uploading of files to CLA. • Organize, maintain, and manage access to merit files.
Department Access • Act as Department Access Coordinator, including key management, replacement and processing, and tracking card key access to building and library o Manage keys-maintain record of key ownership, order new keys as needed, assign and distribute keys. Coordinate with Central Security and Facilities Management to ensure dept security needs are being met. o Emergency contact for both departments for lock-out verification
Backup • Backup curriculum/course scheduler for CNES, CSCL, JwSt, RelS. Course and room scheduling, ECAS, course enrollments, grade changes, assist DUS/Chair/Curriculum Committee with projects, data and correspondence related to undergraduate courses
Information Technology (50%)
Troubleshoot and maintain equipment, liaise with IT – computers, copiers, media, software, room and other equipment for faculty, lecturers, and students.
• Department point of contact for LATIS and IT; facilitate upgrades, replacement, and repair in conjunction with LATIS/IT o Liaison with LATIS and the University to maintain accurate inventory of equipment. Coordinate computer replacements for existing faculty and staff and new equipment purchases for incoming faculty. o Attend meetings as technology and equipment contact for departments. o Collaborate with LATIS consultant and other educational technology representatives, IT, Classroom Management Technical Services, Office of Classroom Management, as well as CLA WebHelp Team. • Manage all departmental computing and technology needs including hardware, software, replacements, and all local and networked printers and copiers. Ensure all office equipment (fax machines, projectors, printers, scanners, copiers, etc.) is functioning properly. o Manage and maintain graduate student computers for both departments. o Maintenance of Xerox and Lastertech copiers and printers (shared and used by CNES and CSCL) and all other faculty printers in both departments. Troubleshoot and first level support for software and hardware repairs, updates, re-installs, etc. Communication with and support for field technicians and analysts when issue needs escalation. o Point person for any departmental contracts involving technology. Report meter reads and invoices as needed. • Provide information and guides to assist graduate students and faculty with the operation of copiers, computers, audio-visual equipment, and peripherals • Schedule and help set up conference calls, providing advice and resources. Provide support for all telecommunications for dissertation defenses, academic searches, faculty meetings, remote participant departmental meetings, interviews, etc. • Maintain jack port status and investigate faulty ports, ordering activation as needed • Provide technology support for graduate student language exams: Prepare computer and online dictionary, coordinate with examiner. First point of contact for technology needs related to image and sound courses. • Manage the Department’s Inventory of approx. 5,000 films o Maintain accurate records of all film and media holdings in the department in the CLAIM and Daneizo (tracking software) databases for use in film courses, faculty research, and graduate and undergraduate use. Increase Daneizo efficiency. o Determine logistics of shelving, tracking, overdue/late policies, categorization, and basic maintenance of all holdings in the library; institute a tracking policy based on barcode checkout for each item to ensure reliability of checkout records. o Categorize new additions to the library and process them into the Daneizo system o Provide support to faculty, lecturers and graduate students in checking out films in the CLAIM/Daneizo database o Order new film and other media per department procedure; route any new media requests received through Chair or Supervisor o Archive and digitize old and rare films • Facilitate technology-based grants. Coordinate upgrades to A/V equipment in departmental rooms. • Troubleshoot problems in departmental classrooms in Nicholson Hall. Maintain equipment in departmentally owned rooms and replace/report issues when needed. Follow-up to ensure continuous functionality of A/V equipment. • Communicate broader instructional technology concerns to the Office of Classroom Management, IT, and/or LATIS. • Research most appropriate equipment for departmental needs, locate sources for special purchases, and work with vendors concerning departmental service needs. Maintenance of online presence, including website, Facebook, and LinkedIn • Website: maintenance and content production in consultation with chairs, directors, faculty, graduate students, and supervisor • Social media: maintain CNES and CSCL social media accounts including Facebook. Inform undergrads, grads and faculty of upcoming colloquia, lectures, and events via social media.
Data management • Maintain records and information storage systems for CNES and CSCL (shared drive and Google Drive) o Systemize and supervise the maintenance of the department’s files, papers, and electronic archives o Evaluate the success of updates to electronic files storage systems and make recommendations for improvement • Maintain departmental Google Groups
High school diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience.
Interpersonal relations and problem-solving skills; proven experience working with a broad range of people.
Proven ability to handle multiple tasks under pressure of deadlines and the ability to organize, facilitate, and think broadly while attending to details.
Internal Number: 335615
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