Academic Division and Global Education Coordinator Westmont College Santa Barbara, CA Job Details Full-time $25.24 - $31.56 an hour 1 day ago Benefits Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program Vision insurance Life insurance Qualifications Confidential information handling Faculty collaboration Microsoft Office Copy editing University study abroad programs experience Bachelor's degree Data entry Office management Adobe Acrobat University experience Full Job Description Academic Division and Global Education Coordinator In order to be considered for this position, please apply online at: https://www.westmont.edu/human-resources/prospective-employees/staff-employment-opportunities

Position Summary :

Provides support for coordinating the complicated work of the academic division at the level of the Provost's office. Will provide assistance in the technical and organizational work for Provost's office staff including the provost, vice provost, and dean. Will also work collaboratively with the executive assistant to the provost.

Qualifications:

Requires 3-5 years of experience in a similar position, preferably in higher education; Bachelor's degree minimally, strong administrative, organizational, interpersonal and office management skills; excellent written and verbal communication skills with ability to draft, edit and proofread documents; advanced computer skills including the knowledge of MS Office and Adobe Acrobat and ability to learn other software platforms used in academics (e.g. Salesforce, UKG, course evaluation systems, Canvas, Google platform, Anthology AMS, Vendorlink, etc.);knowledge of study abroad (experience preferred); intercultural skills; ability to maintain discretion and confidentiality in day-to-day activities; excellent problem solving skills; ability to work independently; ability to perform tasks accurately and in a timely manner with close attention to detail; ability to work collaboratively with staff, faculty and students; personal affirmation of the Christian mission of Westmont College and the Community Life Statement and adherence to its behavioral expectations.

Responsibilities:

The coordinator will support the academic division in a range of responsibilities which include: Faculty Hiring and Personnel Management Receive and file digital and non-digital academic records related to the faculty (e.g. hiring documents, employment agreements, compensation, committee membership, teaching assignments, promotion and tenure schedules, sabbaticals, mutual mentoring schedules, etc.). Maintains all faculty personnel files in accordance with federal and state law and the Faculty Handbook . Works closely with Human Resources to ensure compliance in all areas of employment. Coordinates data entry and maintains faculty data in HRIS. Managing I9 employment verification. Support the Dean of Faculty Development in new faculty orientation, adjunct orientation, Wayfinding, May faith learning seminar, and other campus events. Academic Division Budget Management Maintains financial records for faculty professional development spending and makes decisions on relevant requests (in collaboration of the Dean of Faculty Development and Global Education). Pays invoices, processes check requests, and completes journal entries for Provost's office, academic division expenses, and global education. Faculty Governance and Organization Revises and updates the printed faculty directory and annual faculty and department chair calendars. Maintains records of faculty committee membership eligibility and assignments. Maintains and oversees edits of web pages in the Provost's area and Global Education. Supports Faculty Council in planning events such as the annual August faculty retreat, monthly faculty meetings, and other faculty events. Maintains records of academic policies, communicates them to the community, and recommends policy changes or procedural amendments to the deans, vice provost, and provost. Supports the Dean of Faculty Development and Global Education with the course evaluation process Global Education Provide advising to students before, during, and after study abroad programs, including informing them of the various programs, collaborating with the Dean of Global Education in the selection process; and providing financial commitment schedules, costs, housing information, and travel information. Support trip leaders in creating marketing materials and website pages; Collect and maintain all student files throughout the application process, confirmation, and re-entry, communicating with students and other college offices to ensure completeness and accuracy. Monitor financial transactions for all Westmont-sponsored programs, including student payments, program costs, check requests, bank accounts, and reports to faculty members as required. Communicate with faculty program leaders and SFS staff about budgets and billing information. Assist with the monitoring of the international travel and safety management systems, including maintaining awareness of current events and safety threats in regions where students are or will soon be located. Serve as support staff for the Off-Campus Programs Committee, GTAG, and as needed the Professional Development committee, including preparing minutes, and creating materials. Other duties Assists the executive assistant to the provost with large academic events such as receptions, luncheons, dinners, and other special events hosted by the provost. Assists the executive assistant to the provost with faculty searches, employment, I9 checks, and other aspects of new faculty onboarding. When the executive assistant to the provost is absent, the coordinator will cover some of their responsibilities such as: Serving as a receptionist for the Provost's Office. Managing calendars for provost and other Provost's Office staff Coordinating visits for guests in the academic area (lodging arrangements, itineraries). Provide administrative support to the Provost, Vice-Provost, and Dean. Expectations for workplace demeanor include but are not limited to: working collaboratively and harmoniously with co-workers, customers and others by sharing ideas and resources willingly, constructively and positively; listening to and objectively and respectfully considering the ideas and perspectives of others; readily admitting and correcting personal mistakes; meeting commitments; keeping your supervisor and others who may be affected informed about work progress; addressing problems willingly and constructively to discover practical and lasting solutions acceptable to all parties; working promptly toward reconciliation and forgiveness during conflict; respecting the diversity of our community in words and deeds. Other duties as assigned.

Reports to:

Provost Job Type:

Full-time Pay:

$25.24 - $31.56 per hour

Benefits:

Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person