Administrative Coordinator, Office of the Dean of the College

About Clark University:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

Job Description:

The Administrative Coordinator provides clerical and administrative support for the Office of the Dean of the College, its functional units, and its leadership staff. This position coordinates office operations for all units, including scheduling appointments, ordering supplies, communicating with external parties, maintaining records, preparing meeting materials, supervising student workers, and managing annual reports and budgets. This is an important and expansive role with great learning and growth potential, the opportunity to work with an excellent team, and the ability to make an impact across the university.

Major Responsibilities : 

• Serve as primary assistant to the Dean of the College:
  • Serve as initial contact for the Dean of the College office and its functional units.
  • Manage the calendar of the Dean of the College, including providing Zoom links when necessary and scheduling rooms/technology for meetings;
  • Review and assess all administrative processes and procedures for the Dean of the College office and improve administrative efficiency and efficacy;
  • Provide administrative support to the Undergraduate Academic Board (i.e., Schedule ad attend weekly meetings, prepare meeting documents, record meeting minutes);
  • Provide administrative support for all DOC meetings, including the creation of agendas and taking minutes;
  • Assist with updating information in Banner and Acalog systems;
  • Compose and prepare routine correspondence, reports, and memoranda for administrators/staff members as required;
  • Train and supervise student employees, as needed, including developing student employees' work plans and approving time sheets;
  • Maintain/order shared office supplies for the Dean of the College Office;
  • Other duties as assigned by the Dean of the College.
• Communication and Marketing:
  • Manage the Dean of the College email inbox by responding to, organizing/sorting, and forwarding emails to others as necessary;
  • Maintain list of Department Chairs, advising liaisons, and other campus contacts;
  • Create print and electronic materials for informational and marketing communications;
  • Maintain all DOC websites and work with Marketing and Communication and the DOC and leadership staff on coordinating a holistic virtual presence for the office.
• Budget Oversight and Recording Keeping:
  • Oversee expense tracking for the DOC's budgets and transactions, endowed funds, university prizes, requests for course funding, and grants;
  • Prepare and share expense tracking reports with budget managers;
  • Manage and track financial transactions through SmartBuy Plus.
• Staff Hiring and Onboarding:
  • Maintain and update resources to support onboarding of new staff to the Dean of the College Office;
  • Coordinate with Human Resources, Information Technology Services, and other appropriate offices to ensure smooth staff onboarding.
• Manage the coordination of Dean's list and annual awards:
  • Notify students of Dean's List status; coordinate with Registrar and Marketing to publicize the Dean's List each semester; update Dean's List webpage content; and answer questions from students and families;
  • Manage nomination and review processes for DOC Awards and Student Commencement Speaker;
  • Create and manage Outstanding Teacher of the Year survey.
• Event Planning:
  • Coordinate and manage all aspects of event planning connected to the Dean of the College office and the Center for Gender, Race, and Area Studies, including: venue booking, catering, coordinating with relevant offices, material creation, and event supervision;
  • Maintain a calendar of events through the Dean of the College Office, including posting events to campus-wide calendar.
• Provide administrative support for the Center for Gender, Race, and Area Studies (CGRAS):
  • Support the Director of CGRAS in Center-specific initiatives and the Center's affiliated programs;
  • Work with CGRAS Director, faculty, and the university Registrar to enter new courses/course changes using Acalog;
  • Oversee the hiring, training, and supervision of student employees;
  • Maintain and monitor CGRAS budgets and endowments; manage and track financial transactions through SmartBuy Plus;
  • Coordinate course schedules and course offerings, manage and coordinate projects from affiliated faculty.

Requirements:

• B.A./B.S. required;
• 3-5 years administrative experience in higher education;
• Knowledge of higher education and complex organizations is essential;
• Budget management and budget analysis;
• Data collection and analysis;
• Event planning / event management experience;
• Excellent communication and organization skills;
• Ability to work effectively with a range of people;
• Facility with SmartBuy, Banner, and other databases and software;
• Facility with maintaining websites;
• Capacity for independent work and decision making;
• Team player.

Additional Information:

As of June 1, 2023 Clark University no longer requires employees or students to be vaccinated against COVID-19. However, Clark urges all community members to follow CDC guidelines for COVID-19 vaccination, which recommend that everyone stay up to date with COVID-19 vaccines including booster doses. This is important for your own personal health as well as the health of our community.

At Clark University, we are dedicated to building a workplace that celebrates diversity and fosters inclusion. We believe that diversity of experiences, perspectives, and backgrounds leads to a more innovative and productive work environment. Our commitment to diversity, equity, and inclusion is reflected in our hiring practices, employee development programs, and campus culture. We welcome and encourage individuals of all backgrounds to join our team and contribute their unique ideas to help us achieve our goals.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit here .

To review the Clark University Police Department Annual Security and Fire Safety Report visit here .

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

A successful background check is required upon acceptance.