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English Programs Administrative Coordinator – NEW!

Hollins University
Roanoke, VA

Job Details

(posted 2/22/24)

Hollins University in Roanoke, Virginia seeks applications for an English Programs Administrative Coordinator.

About the Role

The English Programs Administrative Coordinator supports and reports to the Chair of English and Creative Writing, the Director of the Jackson Center for Creative Writing, and the Editor of the journal, Children’s Literature, to plan and implement projects, publications, and events and represents the units to external audiences. This position provides administrative assistance to and manages daily, weekly, and annual functions of the department, undergraduate programs, creative writing graduate program, and the journal. The coordinator also supervises 1-3 work-study students and has some responsibility for helping supervise 20 department graduate assistants.

Specific duties include the following:

Administrative Support

  • First point of contact for the department and program: answer the phone, reply to emails, and direct inquiries to correct office as needed.
  • Data management, department and program documentation, and record-keeping: take minutes at department meetings, maintain student records, retain procedure and practice records, and maintain over fifteen email contact lists.
  • Financial responsibility: oversee approximately fifteen budgets, prepare payments and reimbursements, reconcile multiple credit card statements, and oversee graduate travel and research awards.
  • Document preparation: create or revise materials related to undergraduate advising, course scheduling, creative writing courses, graduate admission, graduate registration, and graduate comprehensive exam. Maintain department Moodle site.
  • Contest and award management: oversee budgets, receive submissions, create databases, prepare packets for judging, and prepare and send notifications.
  • MFA admission support: closely collaborate with the Graduate Programs and Continuing Studies office throughout the application process. Maintain databases for application status updates. Communicate and meet with prospective and admitted students.
  • Thesis management: review materials before submission, receive and catalog materials, oversee approvals, and disperse for storage.
  • Manage office and classroom supplies: identify needs, submit orders, and ensure materials are on hand.
  • Building management: submit maintenance requests, prepare offices for new faculty, manage bulletin board notices, and order building signage.
  • Train, supervise, and evaluate approximately three student employees.
  • Work with the Director to oversee 20 Graduate Assistants.

Public Relations, Marketing, and Events Management

  • Event planning for public readings and lectures, academic and program receptions, faculty job searches, and graduate orientation as well as Association of Writers and Writing Programs conference participation preparation. Reserve event spaces, oversee catering, and prepare and ship materials. Coordinate travel plans and logistics for speakers and visitors. Manage publicity (including the creation of flyers), maintain over 15 email contact lists, and send email blasts.
  • Maintain archival audio/video recordings and programs for department-sponsored events.

Project and Community Coordinator

  • Facilitate communications and build networks: receive information from and/or distribute information to faculty, students, campus offices, and general public.
  • Serve as resource for faculty and students: address program questions, academic or personal concerns, and building issues; be proactive and creative problem-solver for issues that may arise; and assist in onboarding of new faculty, including graduate Teaching Fellows, Writer-in-Residence, leave replacements, and adjuncts.
  • Manage tasks and communications: be proactive in planning and implementing all tasks, ensure responses to queries are received, be timely in sending information and notifications, and assist the Chair and the Director in keeping up with their to-do lists.

Editorial Support

  • Communicate with editors and staff at Johns Hopkins University Press (JHUP), authors, librarians, archivists, and readers via email.
  • Submission management: receive, process, and track submissions and reader reports and maintain journal log.
  • Volume manuscript management: format all documents to JHUP’s specifications and organize files for submission. Send copy-edited text and proof to authors and receive and organize responses. Upload original documents, copy-edited text, and proof to JHUP server.

Position Qualifications

Successful applicants must have the following qualifications and experience:

  • High school diploma or equivalent
  • Minimum of two years of relevant experience
  • Proficiency with Microsoft Office and multifunction printers
  • Excellent written and verbal communication skills and interpersonal skills, including the ability to interact with faculty, students, staff, alumnae/i, and visitors using tact, diplomacy, and appropriate judgment
  • Excellent organizational, time management, multitasking, detail, and accuracy skills
  • Ability to manage a complex work environment with multiple roles and supervisors
  • Abilities to meet deadlines and adapt focus with shifting schedules and priorities
  • Abilities to work independently, as a member of a team, and without supervision at times
  • Ability to solve problems resourcefully
  • Ability to manage confidential and sensitive information and maintain discretion
  • Ability and willingness to work occasional evening and weekend hours in support of department activities during the academic year

Preferred candidates will have the following:

  • College degree
  • Prior administrative role in higher education
  • Experience with proofreading, copy-editing, and layout and design
  • Event planning experience
  • Budget management experience
  • Supervisory experience
  • Experience in the fields of English, Creative Writing, and/or Children’s Literature
  • Knowledge of and experience with Hollins University

Application Process

Qualified candidates should submit a cover letter and resume to Candidates are encouraged to comment in their cover letter on how their contributions will further the university’s efforts to ensure the success and inclusion of all members of its community. Review of applications will begin immediately and will continue until the position is filled. Semi-final candidates will be asked to submit contact information for three references.

About Hollins

Hollins University is dedicated to academic excellence, creativity, belonging, and preparing students for lives of purpose. Hollins provides an outstanding and academically rigorous undergraduate liberal arts education for women and entrepreneurial and innovative graduate programs for all in a gender-inclusive environment. The university promotes opportunities for research, study abroad, and leadership training, and offers real-world experience through global internships supported by an extensive alumnae/i network.

An equal opportunity employer, Hollins fosters diversity and inclusiveness at every level of the university.  Persons of all genders; persons with disabilities; persons of all racial, ethnic, and cultural backgrounds; and first-generation college graduates are encouraged to apply.

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Working at Hollins University

Hollins is an independent liberal arts university dedicated to academic excellence and humane values. Hollins University offers undergraduate liberal arts education for women, selected graduate programs for men and women, and community outreach initiatives. The Hollins curriculum and cocurricular programs prepare students for lives of active learning, fulfilling work, personal growth, achievement, and service to society.

The Hollins community sustains talented students engaged in challenging study, and productive scholars and artists devoted to teaching and to the advancement of knowledge. Experiential learning, study abroad, and internships enhance the academic program. The hallmarks of a Hollins education are creativity and effective self-expression, problem solving and critical thinking skills, and independent inquiry and the free exchange of ideas.

Hollins nurtures civility, integrity, and concern for others, encourages and values diversity and social justice, and affirms the equal worth of women and men. Our university motto, Levavi Oculos, calls us to leadership and service in accord with the Hollins values and traditions.

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