Academic Department Coordinator I
Mount Holyoke College

Job Order #: 19638641

South Hadley, MA 01075

Full Time

37.5 hours per week

POSTED 9/14/2023

EXPIRES 10/16/2023

Job Description

Academic Department Coordinator I

Apply nowJob no: 493742
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/ Executive/ Office Support
Position Type: Staff Full-time

Hours per week: 37.5  
Weeks per year: 40
Work Schedule: Monday through Friday 9:00 a.m. to 5:00 p.m.

Department Summary & Job Purpose:

The Academic Coordinator role involves providing support to the faculty, staff, and students of the department. The ideal candidate will be responsible for ensuring the smooth running of the department, assisting everyone with their major and curriculum requirements, managing the departmental budget, organizing seminars and events, hiring student employees, and collaborating with MHC employees to carry out both department and college-related work. Additionally, the successful candidate must create a friendly and service-oriented point of contact to welcome visitors to the department. The department seeks a person for this 37.5 hour per week position during the academic year and 24 hours during the summer.

Core Job Duties and Responsibilities:

Faculty support - Provides administrative support for searches, new hires, promotions, reviews, tenure cases, and sabbatical replacements for online teaching evaluations, department meetings, and committees.
Curriculum Support- Schedule courses, instructors, classes, and request rooms. Maintain and edit copy of the web catalog and department/program website. Prepare course materials and photocopies as needed, scan exams for digital grading, copy final exams and submit to registrar's office, and prepare new course proposals. Collect and keep each semester on Google Drive all course syllabi. Prepare a Google Doc with one tab for each faculty member to clear senior advisees; each tab should contain the names of their seniors, major requirements, and whether they have completed the requirements, that completion is pending a successful spring semester, or that requirements are not/ will not be fulfilled.
Student Support - Assist with general advising of majors/minors and prospective majors/minors, declarations of majors and minors, and assignments of advisors for majors/minors. Monitor degree audits for seniors and coordinate honors. Serve as liaison for credit approval for outside courses and as a contact for/work with student boards/clubs, including supporting the CS Society, TAs, and peer mentoring program.
Financial Transactions - Monitor the operating budget, department purchasing card account, restricted funds budgets, and petty cash. Research and authorize purchases, including financial aspects of grant writing.
Student Employment - Create/maintain jobs on JobX and support student learning initiatives manager when hiring TAs and peer mentors. Plan and delegate tasks to other student workers. Supervise other student workers.
Departmental Events - Assist with planning and coordinating department events such as Commencement & Reunion 1 & 2, Department-at-Home, department lunches, lectures, talks, readings, and symposia. Oversee the design and distribution of materials for publicizing events.
Facilities- Schedule and coordinate the use of building space; request and monitor building maintenance; monitor classroom & teaching labs. Monitor photocopier/MFD, keys.
Communicating with faculty, students, vendors, and the campus community and creating a welcoming, service-oriented point of contact for the department.


Qualified candidates should have excellent interpersonal skills, good oral and written communication skills, and exceptional organizational skills. The ability to work independently and creatively manage projects involving multiple tasks and deadlines is key to this position. Expertise with Microsoft Office Suite and Google applications is essential.

How To Apply

Special Instructions for Applicants: Apply online; application materials must include: 1. A cover letter summarizing interests and qualifications 2. A complete resume or curriculum vitae 3. Contact information for 3 professional references For a complete job description visit:


50 College St
South Hadley, MA 01075

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50 College St
South Hadley, MA 01075