Academic Department Manager in Departments of History and Classics

Position Title:

Academic Department Manager in Departments of History and Classics

Position Type:

Regular

Hiring Range:

$28.04 to $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role and internal equity

Pay Frequency:

Hourly

A.   POSITION PURPOSE

This position provides administrative support for the departments of History and Classics and is eligible for a hybrid work schedule, if approved by the joint supervisors (department chairs).

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Oversee course scheduling process

• Using appropriate University systems, schedule annual courses. Record class days, times and location preferences to instructors ensuring compliance with University guidelines. Submit to Office of the Dean and Registrar.
• Make appropriate updates as changes occur on the Academic Year Plan and schedule. Keep Office of the Dean and Office of the Registrar informed of changes by periodically submitting updated Academic Year Plans and quarterly schedules. Keep students informed of changes.
• Manage information flow between chair, faculty members, Office of the Dean and Office of the Registrar to ensure potential problems can be anticipated and resolved.

2. Financial management

• Periodically track expenditures and report findings to supervisor and others, as needed.
• Using appropriate University systems, oversee process workflow for reimbursements, honoraria, petty cash and fund transfers.
• Monthly reconciliation of purchasing cards and department expenses.
• Manage purchasing and requisition processes.
• Using appropriate university systems, ensure approval of expenditures have accurate information and are aligned with budget priorities.

3. Student Services Support

• Coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed. Ensure Office of the Registrar and department receives accurate and timely information.
• Manage communication, from a wide variety of constituents, to and from students.
• Manage honor society identification and application processes as well as student award process.
• Prepare and distribute advising materials.

4. Day to day office management

• Ensure welcoming and customer-friendly office presence.
• Manage and facilitate communication flow to department, University offices and external constituents to ensure productivity and organization.
• Provide administrative support to department chair.
• Manage and facilitate work requests from faculty members and University offices.
• Schedule and maintain department spaces and manage calendars.
• Update website with ongoing departmental information and coordinate with Office of the Dean to disseminate information via other communication channels.
• Purchase office and instructional supplies and equipment.
• Ensure office equipment is operating efficiently. Manage issues as they arise.

5. Event planning

• Schedule spaces and ensure appropriate facility requests are submitted.
• Arrange menus and entertainment.
• Manage invitations, correspondence and advertising.
• Coordinate travel and lodging arrangements for guests.
• Arrange for gifts, parking, decorations and other necessary details.

6. Records management

• Maintain department, faculty and student files.
• Maintain and update new course documentation and academic Bulletin.
• Execute database queries to retrieve up-to-date information and maintain accurate records.

7. Coordinate hiring process

• Post advertisements and oversee process workflow using appropriate University systems.
• Submit requests for faculty hires to Office of the Dean via Workday.
• Hire, train and supervise student employees using appropriate University systems.

8.   Other appropriate duties as assigned by first- or second-level supervisor.
 

C.   PROVIDES WORK DIRECTION

Directs student employees.

D.   GENERAL GUIDELINES

• Recommends initiatives and implements approved changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with community and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow. 
• Prepares progress reports; informs supervisor of project status; and deviation fr