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Location

Worcester, MA | United States

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Job description

Location: Worcester, MA Category: Staff and Administrators Posted On: Mon Jan 22 2024 Job Description:

The Department Administrator manages the day-to-day administrative oversight of the Department of Chemistry & Biochemistry by providing daily budgetary, purchasing, and operational support and guidance to the Chair, faculty, and other members of the Department.

Primary responsibilities are to oversee Departmental budgets, including the operating budget, all external grants, endowments, faculty start-up funds, program budgets, and special accounts. Serve as purchasing agent for the Department. Provide administrative assistance and prepare documents for faculty review and search committees. Assist in pre- and post-award management of extramural grant funding. Prepare and manage Departmental course listings each semester. Prepare the Academic Year Course Plan each year. Oversee departmental spaces, including coordination of renovations, repairs, or upgrades. Assist with oversight of departmental assets, including upgrades and major purchases. Maintain all departmental records, webpages, and video displays.

Major Responsibilities: 

• Oversee the operation of the Department of Chemistry & Biochemistry office, manage the department's operational budget and endowment accounts and assist the Chair in budget operation and oversight.
• Manage and update information related to curriculum and courses (new course proposals, course descriptions). 
• Monitor all budget spending, and submit SmartBuy (on-line purchasing) and P-Card orders for the entire Department. 
• Construct and submit, based on the Chair's input, the department's class schedule (including class organization, times and classroom assignments) to the Registrar's Office.
• Maintain all departmental files in physical and electronic form.
• Support Undergraduate and Graduate Research Activity (maintain records of all student engagement in research, schedule & track progress on required qualifier exams for all graduate students, provide summary reports, process paperwork for stipends). Manage ordering and distribution of keys, including ID-card access, to all labs and relevant spaces and the buliding. 
• Process salary and stipend payments for graduate and undergraduate students.
• Assist departmental committees (faculty reappointment, promotion and tenure review, faculty searches) and participation on other department committees as requested. 
• Coordinate the planning and organization of travel, hotel and transportation arrangements for all external seminar speakers including the speakers of the Annual Harry Allen symposium.
• Collect and prepare statistical and other required information requested by the faculty for internal and external reports.
• Assist the Chair in organizing special events and faculty searches.
• Assist with department student workers, including budgeting, job descriptions, postings, hiring and processing forms and approving all timesheets. 
• Maintain and update the web content pages for the Department. Manage and edit the Department program content for the academic catalog, using Acalog. 

Other duties and responsibilities: 

• Coordinate and assist with weekly departmental seminars, including preparing and distributing seminar notices; maintaining the seminar schedule; scheduling student seminars; overseeing food ordering and setup.
• Assist with special accreditation data collection and other special projects as needed.
• Assist with scheduling of space usage in building by faculty and students.
• Create Qualtrics Surveys for online TA course evaluations every semester. 
• Process incoming/outgoing mail and packages
• Answer telephone and email inquiries.

Job Requirements:

• College degree preferably in a data-centered discipline or a high school diploma.
• At least 2-5 years of relevant work experience.
• Strong technical skills including MS Office (including Outlook, Word, PowerPoint, and Excel); Acalog; WordPress; Canvas; knowledge of Banner preferred and graphics design skills for the generation of flyers, posters and social media posts.
• Capable of careful, error-free work, particularly in budgetary matters.
• Excellent collaborative skills: the ability to work effectively as a team member and meet milestones and deadlines.
• Ability to adapt to the ever-changing needs of the sciences in higher education.
• Excellent customer-service skills.
• Ability to foster and maintain a courteous and friendly office environment. 
• Ability to communicate and work effectively with internal/external stakeholders at various levels. 

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.

Clark University embraces equal opportunity as a core value: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.

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 .

About Clark University

Founded in 1887, Clark University is a liberal arts-based research university committed toscholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day. Located in Worcester, Massachusetts, Clark University educates its undergraduate and 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. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.

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