Academic Administrator

Wellesley College; Wellesley (MA); On-site; USD 35,000 - 50,000; Part time

Benefits offered by this job

Health benefits

Free parking

Paid time off

Retirement plan

Job summary

Wellesley College is seeking an Academic Administrator to provide comprehensive administrative and operational support for the Mathematics and Statistics Department, the Data Science Major, and the Quantitative Analysis Institute. You will serve as the primary department contact, manage budgets, calendars, and websites, and assist with curriculum and scheduling processes.

The role emphasizes collaboration with faculty, staff, and students, handling events, student worker hiring, and onboarding.

Qualifications

• High school degree required; some post-secondary education preferred for analytical and problem-solving skills.
• Strong office and computer skills with attention to detail.
• Excellent verbal and written communication abilities.

Responsibilities

• First point of contact for the department and visitors; manages department resources.
• Maintains websites, QAI resources, social media, and email lists; coordinates calendars.
• Supports budgeting, accounting functions, and budget reports; handles procard statements and reimbursements.
• Assists with curriculum materials, scheduling, and course-related communications; collaborates on cross-listed offerings.
• Coordinates student worker hiring, onboarding, and supervision; supports events and travel arrangements.

Skills

Office management

Computer skills

Verbal and written communication

Independent work

Collaboration

Education

High school diploma

Job description

Academic Administrator# Wellesley Careers## Academic AdministratorApply: Wellesley College: Part time: Posted Today: R0008188**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**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 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!