General Summary: 

The part-time (.75 FTE) Scheduling and Events Administrator within the Dean’s Office for the College of Liberal Arts (CLA) and McCormack Graduate School (MGS) will provide professional support to the Assistant Dean for Scheduling & Special Events. The Scheduling & Events Administrator will have the responsibility of assisting with department scheduling and university and college events.

Examples of Duties: 

• Assist with course scheduling for the College of Liberal Arts and McCormack Graduate School, including monitoring enrollments, timeslot utilization, and monitoring WISER for the accuracy of published schedules; includes Fall, Spring, Winter and Summer semesters.
• Assist departments during scheduler vacancies, including entering courses in WISER and course evaluations and other admin duties as needed.
• Assist with enrollment tracking, coordinate schedules submitted by departments and monitor them for compliance with section targets and University policies on timeslot utilization, for all semesters.
• Assist with collaborating with the Registrar’s Office with room assignment process; monitor WISER for the accuracy of published schedules for all semesters.
• Assist with enrollment data and reports to inform the Dean of enrollment trends for all semesters.
• Assist with preparing data and reports on classroom utilization for post-audit purposes and to inform efforts to increase efficiencies for all semesters.
• Assist with collecting, tracking, analyzing, interpreting, and reporting College data pertaining to enrollment, retention, graduation, research, and faculty teaching load for all semesters.
• Responsible for providing data and reports to inform the dean of departmental enrollment targets for post-audit of achievement of the College’s enrollment goals and for internal and external purposes for all semesters.
• Maintain confidentiality of student information and records.
• Assist with tracking student records retention and graduation trends.
• Work collaboratively with CLA Advising, CLA First! and department Administrative Assistants on confidential student information.
• Assist with department ad hoc scheduling requests.
• Provide support to CLA Dean’s Office, McCormack Graduate School, Departments, Programs, Centers, Institutes, and university-wide projects, as well as provide administrative support for university-wide initiatives undertaken by the unit; and other projects as needed.
• Provide administrative support to the Assistant Dean of Scheduling and Special Projects, including the scheduling of conferences, meetings, and workshops, including booking room and other accommodations, meals, and other logistics for CLA Dean’s Office and McCormack Graduate School.
• Assist with events, notably the annual Spring Convocation, Commencement, Open House, Welcome Day including preparation of materials, coordination with Registrar and Commencement Committee as well as Enrollment Management and assist with the events themselves (some evening and weekend hours will be required) for the CLA Dean’s Office and McCormack Graduate School.
• Assist with events in the McCormack Graduate School Programs, Centers, and other units under MGS. The programs that the MGS supports but not limited to, the Wood Lecture, the McCormack Racial and Equity Taskforce, the Africa Scholars Forum, the McCormack Scholars Club, the Moakley Chair and other Centers with no admin staff.
• Assist in the organization of events internal and external, including logistics and advertising the events, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria for the CLA Dean’s Office and McCormack Graduate School.
• Serve as BankCard cardholder which includes reconciling the BankCard, uploading of receipts and statements to BuyWays.  Keep track of all purchases; receive and maintain original itemized receipts for items purchased, reconcile statements in compliance with university regulations, policies and procedures including completing funding reallocation for the CLA Dean’s Office and McCormack Graduate School.
• Assist with purchasing supplies for the Office and the events run by the CLA Dean’s Office and the McCormack Graduate School.
• Complete necessary forms for payment for events and other expenses and prepare and process purchase order related to event expenditures.
• Attend monthly departmental support staff meetings and provide university and/or college updates on policies and procedures, business process improvements, on-campus training opportunities and briefings/updates about campus activities.
• Assist other Assistant Deans with administrative tasks, as needed.
• Serve as BankCard backup for the college as needed.
• Serve as back up Department/Center Event Coordinator when Department Administrative positions are vacant.
• Perform other duties as assigned.

Qualifications: 

Bachelor’s Degree required, and a minimum of three-five (3-5) years of higher education administration preferred. Knowledge of university policies and procedures preferred. Experience with PeopleSoft, WISER, HR Direct and a high level of proficiency using Microsoft Office Suite and Excel is preferred. 

• Proficiency with Microsoft Office Suite, Excel, and other standard administrative software.
• Ability to analyze data and effectively use data visualization to support decisions and clarify conclusions.
• Ability to develop and bring to completion multiple assignments concurrently.
• Ability to work independently and to respond flexibly to changing events.
• Ability to effectively manage complex situations.
• Ability to handle and upload the confidentiality of the division.
• Ability to effectively and efficiently work in a team with a wide range of constituencies across departmental lines to accomplish the identified goals of the unit.
• Strong oral and written communication skills.
• Strong organizational, analytical and   problem-solving skills.
• Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals.
• Strong commitment to customer service.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 28             

Salary Ranges

This is an exempt union position. 

All official salary offers must be approved by Human Resources.