Academic Administrator

Wellesley College; United States; On-site; USD 45,000 - 65,000; Full time

Job summary

Wellesley College seeks an Academic Administrator to provide administrative and operational support for the Mathematics and Statistics Department, the Data Science Major, and the Quantitative Analysis Institute. The role covers a broad range of duties to ensure smooth running of chairs and directors.

The position supports general administration, budgeting, curriculum scheduling, event logistics, and coordination of student workers and related processes throughout the department.

Qualifications

• Administrative experience in an academic setting.
• Ability to manage calendars, websites, and communications.
• Collaborates with faculty and staff to support departmental initiatives.

Responsibilities

• First point of contact and primary department resource for the College community and visitors.
• Maintains relevant websites and online resources for the department.
• Manages departmental calendars and email lists; maintains office supplies.
• Assists with departmental prize processes and data collection for awards.
• Coordinates events and logistics for departmental activities and programs.

Job description

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!

Job Posting Title

Academic Administrator

Job Description Summary

Academic Administrative Non-Exempt

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 facult