Contract & Academic Ceremony Coordinator

Seeking a highly organized, detail-oriented person who enjoys interacting with others and keeping work on track. The Contract & Academic Ceremony Coordinator is responsible for Academic Scheduling, processing adjunct contracts and period activity pay, processing student special permission forms, and coordinate honors convocation and graduate commencement. This is a 30 hours/week position, year-round with full benefits.

Duties/Responsibilities

Academic Scheduling (35%)

• Academic Scheduler (or Scheduling Coordinator) manages the creation, optimization, and maintenance of the College’s class schedule and classroom assignments. Ensure schedules align with room availability while utilizing scheduling software to coordinate with academic departments.

• Assigns classrooms based on capacity and technology needs, optimizing space utilization. Acts as the primary contact for department chairs and deans regarding scheduling issues. Utilizes, updates, and troubleshoots scheduling software. Collaborates with various campus departments to respond to scheduling conflicts and classroom space needs to accommodate pedagogical demands and/or ADA compliance.

Process Adjunct Faculty Contracts and Stipends (35%)

• This position will organize and facilitate the adjunct faculty hiring process and Faculty supplemental pay processing on campus, while maintaining the highest degree of judgement with confidential information including but not limited to payroll data, and all matters affecting the integrity of the departments.  Faculty appointments include but are not limited to teaching assignments, leadership stipends, CBA directed stipends, independent study compensation.

• Collaborating with Academic Deans and chairs, facilitate the processing of all adjunct faculty teaching assignments for all semesters and terms; advise departments on hiring processes for onboarding new adjunct faculty.  Prepare and process all teaching appointments, consistent with extant collective bargaining agreements, and compliant with all USNH policies and procedures.

• Troubleshoot appointment and payroll issues and process adjustments as appropriate

Academic Event Management (20%)

• Coordinate assigned academic events (Honors Convocation and Graduate Commencement) including: Event planning and logistics, catering requests, event budget management, communication with faculty, departments, students and families; Room scheduling; Public announcements and invitations; Design and print programs; Build event scripts, stage plans, seating arrangements; Assure compliance with Crowd Management and Fire Safety policies, NH state law.

Coordinate Special Permissions Requests (10%)

• Coordinate Special Permissions Requests for KSC independent studies, KSC 270, or practicum/internships for credit.   Includes monitoring requests for approvals and routing.  Once fully approved, create individual course section and enroll students for course.  Responsible to process payment for faculty where applicable.

Requirements

Minimum Acceptable Education & Experience:

• High school graduation and five years of related experience involving duties of increasing responsibility requiring discretion and independent judgment, or associate’s degree and two years of related experience, or a combination of higher education and related experience equal to five years.

Knowledge, Skills & Abilities:

• Familiarity with HR information system, student information system, or complex relational databases.

Other Requirements:

• Demonstrated skill in standard Desktop applications (Office 365) and strong written communication.

Preferred Qualifications: 

• Ability to multi-task and strong interpersonal skills

Applicant Instructions: 

Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents)

• Resume/CV

• Cover Letter

• Contact Information for 3 Professional References

Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.

This position falls within the collective bargaining unit for the Keene State College Administrative Staff Associa