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Academic Department Coordinator , Department of Computer Science and Program in
Location:
Hamilton, NY
Description:
Job Category Support Staff Position Title Academic Department Coordinator , Department of Computer Science and Program in Film and Media Studies Full Time/Part Time Full Time Division Dean of the Faculty Department Film and Media Studies Hiring Wage/Salary Range $18.75 - $20.75 Determination When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations. Benefits Current BenefitsColgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:Health and Wellness:Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.Paid Time Off:Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.Paid Family Leave:After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.Continuing Education and Professional Development:Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events. Department Statement This position will support the academic administration of the Department of Computer Science (COSC) and the Program in Film and Media Studies (FMST). The successful candidate will start by supporting FMST in its current location on campus in Little Hall, and then transition into supporting FMST and COSC in the summer/fall of 2024 in Bernstein Hall, a brand new state-of-the-art building on Colgate's Middle Campus. The hired Academic Department Coordinator will report to the COSC chair and the FMST director. This position is a unique opportunity for an organized and motivated individual to support Colgate's ongoing initiative to develop the Middle Campus for Arts, Creativity, and Innovation-an interdisciplinary arts neighborhood down the hill from the academic quad. The successful candidate will be expected to work effectively and efficiently, to maintain a professional environment, and to execute a variety of critical administrative functions. Accountabilities -Responsibilities include coordination of the daily operations of the department.Specific accountabilities include: be a welcoming representative of the academic department/program with visitors and over the phone/email; ensure efficient execution of administrative procedures and processes central to the department/program, including preparing dossiers for pre-tenure, tenure, and promotion reviews of the department/program faculty; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of the department/program; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department/program, which may include researching services and pricing of equipment, processing quotes, creating POs and requisitions and submitting for timely payment.Maintain records for the department/program, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.Responsible for communication to include: website maintenance, newsletters, posters, invitations, etc.Responsible for some aspects of planning and execution of faculty searches, regular events, and special functions, including coordinating with and making travel arrangements for job candidates, guest speakers, and artists.Responsible for handling logistics for students' attendance at conferences, including registration, travel, lodging, and reimbursements.Monitor departmental budgets and report on status, variances, and potential issues.Responsible for building and/or room scheduling and service requests, as required.Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.May be responsible for the timely and efficient execution of special projects, additional activities, committees or other work unique to the department/program, as assigned. Technical Competencies Name Office ProductivityDescription Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department/program.Name Event PlanningDescription Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.Name Travel LogisticsDescription Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.Name Technical Data SystemsDescription Demonstrated ability to utilize relevant data systems/software, e.g., Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau), and faculty search platforms (Interfolio). Demonstrated ability to use all day-to-day and core functionality of all relevant systems.Name Administrative ProceduresDescription Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.Name Customer ServiceDescription Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.Name Domain-Specific SkillsDescription As required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee.Behavioral CompetenciesName Personal Accountability for ResultsDescription Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.Name Effective CommunicationDescription Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.Name Problem Solving and Decision MakingDescription Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.Name Change ManagementDescription Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.Name Leadership and TeamworkDescription Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.Name Creativity and InnovationDescription Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.Name Diversity and InclusionDescription Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.Name SustainabilityDescription Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices. Requirements Professional Experience/ Qualifications Solid skills and experience in Microsoft applications, including Excel, and the Google suite of software (especially Google Docs, Google Sheets, and Google Calendar) are essential.Capacity to work well independently and with little direction.Requires strong verbal and written skills, accuracy, attention to detail, flexibility, and willingness to take on new assignments.Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students.Ability to coordinate multi-faceted projects, manage data, and oversee projects to completion.Must be able to manage confidential and sensitive information.Must understand and respect the value of diversity in higher education. Preferred Qualifications Previous experience in an academic setting desired.Budgetary management experience.Experience with Concur or other travel expense software is a plus. Education An Associate's degree, or a combination of education and experience from which comparable skills are obtained is required.Please provide an inclusion and diversity statement in your cover letter.Please describe your approach to and/or experiences working with a diverse community. The statement can be any length (e.g., a paragraph or a page). For information on how to write a diversity statement, see our Guidance on Crafting Diversity Statements.Posting Detail InformationRequisition Number 2024S005PostingTemporary NoWork Schedule Job Open Date 01/24/2024Job Close Date Open Until Filled NoSpecial Instructions Summary EEO Statement It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.Clery Act CAMPUS CRIME REPORTING AND STATISTICSThe Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.eduPDN-9b726234-d002-473b-bc68-16e2da8ed812
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