Coordinator of Academic Affairs

Description

The Coordinator of Academic Affairs provides executive leadership level support for the Office of the Provost including faculty contracts, faculty database and salary information; all academic affairs events including commencement; academic affairs publications and communications including the faculty handbook, fact book, and commencement guide; liaison between faculty. Department chairs/deans and the Vice Provost and Provost; manage mid-probation, tenure, and promotion review process; attend and draft minutes for the Senate Executive Committee meetings with the Provost and President.

Responsibilities

• Maintain faculty database of positions and salaries; manage notification of, and files for tenure, promotions and sabbaticals.
• Prepare reports from the database for internal and external uses, including annual AAUP Faculty Salary Survey, and faculty data sections of CUPA Faculty Salary Survey and IPEDs.
• Provide school deans with annual reports including faculty evaluation dates, faculty due to apply for tenure and min-probation review, and salary and status reports of all faculty in each school.
• Calculate and track annual salary increases; track faculty search requests.
• Provide organizational support for all academic affairs events during the academic year including Faculty Institutes, Distinguished Professor of Humanics Lecture and meetings, Academic Awards Ceremony, Dinner for Tenured and Promoted Faculty, Scholars in Action Day, as well as other events that may take place at Springfield College. Manage all logistics including parenting with marketing to create programs and invitations, registration forms, organizing food and beverage, and purchasing awards and supplies.
• Primary responsibility for Commencement Weekend includes interface with the MassMutual Center, notification of prospective graduates, update and monitor My Graduation information page on PrideNet, prepare the annual Commencement Guide booklet and send to all prospective graduates and their families, coordination of all logistics, call meetings and develop agendas for the Commencement Committee, serve on and manage the Student Greet Selection Committee and process.
• Manage the writing of the Commencement script with Marketing for use by the platform party as well as sections of the Commencement program to be distributed to faculty, students, parents and families at the ceremony.
• Create marching order instructions for platform party and faculty, seating chart for stage, and information needed for Commencement Rehearsal.
• Prepare and manage records of all annual faculty salary agreements and revisions, prepare offers for faculty hires. Manage faculty salary information for summer school and adjunct faculty during the fall and spring semesters; in conjunction with Human Resources, establish policies and procedures for hiring new adjuncts and ensure that staff in both the deans’ and department offices adhere to the approved guidelines; manage new faculty hiring process; prepare Academic Affairs publications including Faculty and Adjunct Faculty handbooks as well as working with Institutional Research to provide faculty data and assist in the preparation of the year Fact Book; Work closely with the Office of Human Resources on issues related to faculty hires, resignations, retirements, and compensation, as well as with Office of Administration and Finance to ensure the accuracy of faculty salaries, account numbers, and assigned departments.
• Provide detailed reports each year that include faculty compensation adjustments, chair stipends, auxiliary stipends, and changes in rank and/or department, adjusted salaries for faculty on phased retirements, and all other types of salary adjustments.
• Provide executive level support to the Office of the Provost, including answering phones, scheduling meetings, logistical support for meetings, ensuring webpages are up to date, managing paper and electronic correspondences, utilizing Word and Excel as needed, maintain paper and electronic filing systems, maintain electronic records of affiliation agreements opening/dating/sorting mail, processing electronic signature needs, manage office supplies.
• Process payments such as standard engagement agreements, purchase orders, one-time payments, and check requests and reconcile associated budget expenditures, balances, and account transfers.

Qualifications

Associate’s degree required with 3-5 years of directly related experience.

Knowledge, Skills & Abilities

• Demonstrate a high degree of tact, integrity, and confidentiality related to personnel issues and faculty compensation;
• Provide exceptional organizational and office management skills, with attention to detail to ensure a high degree of accuracy;
• Strong interpersonal skills and ability to interact with all constituencies of the college including students, parents, faculty, deans, vice presidents and trustees as well as external contacts;
• Ability to prioritize and work on and manage multiple projects concurrently, event planning, computer skills, professional writing and copyediting skills.
• Knowledge of Microsoft Office Suite: Excel, PowerPoint and Word.