Hybrid Academic Administrator & Grant Coordinator - Hybrid at Wellesley

This position manages the day-to-day administrative operations of the Neuroscience Department as described below. This is a part-time, benefits-eligible, non-exempt position working 21 hours per week, with one remote day.

General Operational Administration:

• Facilitate collaboration and provide day-to-day operational support to 7 faculty, 1 staff  and over a 100 majors

• Maintain internal-facing Department website

• Liaison for department technology and facilities issues, as necessary

• Responsible for managing some meeting logistics, including room reservations, attending meetings, recording minutes, distribution of agendas and minutes, as requested

• Organize departmental prizes for commencement (assist in gathering supporting documents for nominees, submit prize winners’ information to Registrar’s Office, create and submit invoices for prize payment to Accounts Payable)

• Maintain dept. majors list for tracking, event promotion, and other general or class-specific communications from the Chair

• Other general administrative duties as assigned (office supply ordering, maintaining departmental color printer, etc.)

Budget and Fiscal Management:

• Oversight of department financial functions, manage the budget, including regular forward projections of spending

• Work with Chair to track, reconcile, and administer operating, current-use (gift), and endowed funds; finalize annual budget reports; and monitor appropriate use of endowed funds 

• In regard to student employment and travel, manage funds from external faculty research grants for their use to fund student employment in research labs or travel, e.g., posting, hiring, and supervising the pay of externally funded research students; travel reimbursements for students traveling on external grant funds

• Manage event costs and reimbursements

• Manage pay for students hired to work in the dept.

• Manage MS and CHOP summer fellowships, including application organization, tracking funding, stipend timing, communication with students, etc.

• Apply for CLCE funds annually for the dept.

• Manage and coordinate faculty and student funding and reimbursements for independent studies, including off-campus travel and food expenses 

• Work in coordination with the Chair/Program Director and the Budget Office to organize Capital Budget requests; submits approved requests in Adaptive annually

• Work with the Budget Office annually during the budget submission process, including entering budget requests into Adaptive

• Work closely with Accounts Payable and the Controller’s Office to manage day-to-day departmental accounting activities, such as accounts payable, journal transfers, monthly budget reports, and expense reimbursements for visitors & students

• Review and reconcile department credit card (procard) charges in accordance with College purchasing policies; ensure spending is charged to the correct budget; submit financial documentation for audit purposes

• Submit supplier invoices in Workday for payment

• Submit and process Senior Prize payments 

• Reconcile dept. funds to support student travel to annual conferences, lectures, on and off-campus events, etc.

• Handle and track requests from student orgs for donations of funds to events, approve expenses, track donations by semester to adhere to dept. set funding limits

Academic Program Management:

• Curriculum: work in consultation with Chair, department faculty and Registrar to make sure curricular details are accurate in advance of student registration and for the course browser/catalog, updating and editing curricular details

• Course-scheduling process: maintain timelines for submission to course-scheduling software and ensure timely faculty submissions; proofread to minimize errors on course schedules; collaborate with external departments for cross-listed courses; update course numbers as needed

• Communicate with the Registrar on procedure and policy changes

• Manage Honors Thesis Program application process and administration (calculates GPAs, update Registrar's sheets for registration both in the Fall and Spring, coordinate thesis defense/oral exam schedule, coordinate the binding of theses)

• Exam management: prepare final self-scheduled exams for faculty/Registrar’s Office (stuff exam envelopes, pick up completed exams).

• Circulate and monitor student internship information for department/program

Student worker hiring (as part of budget/fiscal and academic program management):

• Complete the hiring process for all student hires in Workday; responsibilities include: obtaining job descriptions from faculty, submitting job postings in Workday, reviewing applicants, making offers, hiring, and assigning cost allocations

• Coordinate the hiring of student workers, including graders, external grant research assistants, NeRP students, lab prep assistants, etc.

• Train student workers to use platforms for booking rooms, ordering and receiving food, etc.

• Approve student timesheets

• Work closely with Student Employment to ensure students have all the necessary documentation and forms so they can be officially hired

Events and Special Projects:

• Support the execution of departmental events, including seminars, student-centered community events, annual retreats

•  Event logistics: coordinate date, reserve space in 25Live, plan menu, order food, meet vendors and set up/clean up events with the assistance of student workers, manage student event assistants, for seminar speakers, coordinate with hosting faculty members to support the speaker’s visit (including reserving accommodations), make dinner reservations, arrange for honorariums and expense reimbursements to speakers

• Promotion and communication: initiate and maintain publicity schedule to promote events (via email blasts to targeted groups and social media), produce publicity materials, maintain invitee list, coordinate with Science Center for advertising on video screens

• Coordinate External Visiting Committee logistics: coordination with the Provost Office, assist with information gathering for self-study report, coordinate travel arrangements for visitors, assist with drafting daily itineraries, ordering/planning all meals, reserving rooms as needed for meetings, reimbursement of travel expenses. Note – this external visiting committee occurs about every 10 years

• Assist with ordering Senior Gifts and Pins

Faculty and staff searches and hires (as part of events and special projects):

• Manage campus visit budget

• Handle scheduling and travel arrangements

• Coordinate with candidates and Accounts Payable to reimburse travel expenses

• Create and maintain travel/schedule logistics for search (coordinating all details related to candidate seminars; see responsibilities above)

• Compile data and report results from student surveys to search committee

• Work with multiple units, including Facilities, LTS, Provost, HR to coordinate onboarding of new faculty and staff, e.g., coordinate with Facilities (rooms painted, furniture/shelves added/removed, keys made, etc.), technology Support Services (phones), LTS (computer/software) to get offices prepared and ready.

• High school degree required and post-secondary education strongly preferred to:

• provide the analytical and problem-solving skills required to respond to the competing

• demands of multiple projects and program inquiries;

• provide the communication skills (verbal and written) necessary for interacting with varied

• constituencies.  

• 1 to 3 years of administrative experience in higher education or business, Accounting background is preferred.