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Academic Department Coordinator , Department of Computer Science and Program in Film and Media ...

Employer
Colgate University
Location
Hamilton, NY

Job Details

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 Benefits
Colgate 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.

Name:

Office Productivity

Description:

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 Planning

Description:

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 Logistics

Description:

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 Systems

Description:

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 Procedures

Description:

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 Service

Description:

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 Skills

Description:

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.

Name:

Personal Accountability for Results

Description:

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 Communication

Description:

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 Making

Description:

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 Management

Description:

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 Teamwork

Description:

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 Innovation

Description:

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 Inclusion

Description:

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:

Sustainability

Description:

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.

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.

Other Information:

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.

Requisition Number:

2024S005Posting

Temporary:

No

Job Open Date:

01/24/2024

Open Until Filled:

No

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 STATISTICS

The 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.edu.

Organization

Colgate is a nationally recognized liberal arts college set on a beautiful campus in central New York.

Some 2,900 undergraduates are enrolled in 54 programs, taking advantage of the university's award-winning curriculumoff-campus study program, and numerous research opportunities.

Students enjoy small class sizes taught by expert faculty members -- not teaching assistants.

The university’s strategic plan offers a blueprint for turning today’s students into tomorrow’s leaders, joining the scores of alumni already playing major roles in a variety of fields. The Center for Career Services is a key player as students make this transition.

Colgate hums with activity. It is a place where the arts thrive. Student-athletes compete at the very highest level of NCAA Division I sports. There are dozens of club and intramural sports programs, and the college’s outdoor education program is second to none.

Above all, Colgate is about academic excellence. It is a tradition forged in 1819 and honed through the years by each class of select students.

Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students, staff, and faculty in local, national, and global communities. At Colgate, we feel that a diverse and inclusive community is a cornerstone of educational excellence.

Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students, staff, and faculty in local, national, and global communities. At Colgate, we feel that a diverse and inclusive community is a cornerstone of educational excellence.

The Office of Equity and Diversity at Colgate is charged with fostering a diverse and collaborative community by increasing understanding, respect and inclusion. It is the mission of the office to support campus diversity initiatives with the goal of increasing understanding, respect and inclusion, and to ensure compliance with policies relating to affirmative action, discrimination, and harassment.  The university’s strong commitment to equal opportunity and inclusivity is clearly articulated in the diversity mission statement found here.  The university strives to provide an environment where everyone in our community can learn about, appreciate, and celebrate our diverse cultures and gain understanding, knowledge and skills to be engaged citizens locally as well as globally.

Colgate University fully subscribes to all federal and state civil rights laws banning discrimination in private institutions of higher education. Colgate will not discriminate against any student, employee or applicant for employment because of race, color, sex, pregnancy, religion, creed, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, sexual orientation, veteran or military status (including special disabled veteran, Vietnam-era veteran, or recently separated veteran), predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state or federal law, including protections for those opposing discrimination or participating in any complaint process at the Equal Employment Opportunity Commission or other human rights agencies. This nondiscrimination policy covers both employment and access to educational opportunities.  It is the policy of the university to provide equal opportunity in employment and not to discriminate against any individuals with disabilities who are qualified for employment in the positions for which they apply. Reasonable accommodations will be provided in accordance with applicable laws and regulations.

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