Academic Department Coordinator (Mathematics and Statistics)

Job Description

Amherst College invites applications for the Academic Department Coordinator position (Mathematics and Statistics). The Academic Department Coordinator is full-time during the academic year and is part-time (20 hours per week) over the summer (supporting the Statistics department). The expected salary range for this job opportunity is: $27.00-32.00 per hour.

The Academic Department Coordinator (ADC) provides comprehensive administrative support in all areas of operation in the department. Performs a wide range of detail-oriented tasks in a fast-moving environment. This position supports two departments, the Department of Mathematics and Statistics, with 20 hours of support for each department during the academic year and 20 hours of support for Statistics in the summer.

Summary of Duties and Responsibilities

Administrative Support in Carrying out Departmental Business

• Support the chairs and faculty in carrying out departmental business according to the academic calendar
• Coordinate and attend departmental meetings, prepare relevant materials, and take meeting minutes, as appropriate
• Assist in reappointment, tenure, and promotion processes
• Assist in faculty searches, including coordinating search process logistics
• Assist with departmental external reviews (including self-study)
• Coordinate the department's annual prizes and fellowships for majors

Curricular Support

• Update course information in the Course Catalog, CPI/EMS, and Workday
• Assist with course logistics, including course materials, field trips, and course evaluations
• Assist students and faculty with majors' records
• Assist with thesis and capstone logistics
• Communicate between the department and the registrar's office regarding courses, majors, graduating seniors, annual prizes, and other academic matters

Event Management

• Assist with the planning and execution of events: Coordinate venues, receptions, and publicity for departmental events
• Coordinate honoraria, travel reimbursements, ground transportation, and accommodations for guest speakers

Budget Support, Financial Transactions, and Student Employment

• Administer and track expenses for departmental and gift accounts; reconcile monthly expenses; and monitor balances in Workday
• Process purchase orders, invoices, and reimbursements
• Monitor budgets in collaboration with the department chairs and the director of academic finance
• Coordinate and maintain student employment and casual hiring

Communications and Office Management

• Maintain departmental website and electronic files
• Coordinate the schedules of and stock supplies (including printers) in common space(s)
• Serve as the liaison between the department and the diverse community of students, faculty, and staff across campus, the Five College community, and the public
• Maintain a welcoming, inclusive, and respectful study and work environment

Qualifications

Required:

• High School diploma or equivalent
• 1-3 years of relevant experience
• Strong written and verbal communication, interpersonal, time-management, organizational, and customer-service skills
• Ability to take initiative, work independently, and work collaboratively
• Demonstrated a high level of attention to detail
• Sensitivity to issues of confidentiality
• Familiarity with Google Workspace and/or Microsoft Office (or similar platforms)
• Successful completion of required background and reference checks

Preferred:

• Associate's degree
• Three years or more of related experience at a higher education institution
• Experience working with Workday or other ERP software