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Program Coordinator (English)

Apply now Job no: 529174
Position Type: Staff Full Time
Campus: UMass Boston
Department: English
Pay Grade: 30
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time

General Summary: 

The Program Coordinator for the Graduate Programs of the Department of English will serve as the first point of contact, coordinate and provide administrative and program support to the English Department’s graduate programs. The incumbent will provide routine and timely information and assistance to graduate students, prospective students and faculty regarding program, department and University requirements and will maintain all programmatic needs; will track and register students into relevant university systems; and will liaise with internal and external constituents to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities. The incumbent will assist Graduate Program Directors with recruitment efforts, including coordinating program Info sessions and attending Graduate Program Fairs; advise graduate students on program/concentration requirements and confirm degree audits with the Registrar’s office. The incumbent will work with the Administrative Director of the Department of English on all graduate program budgetary items. The incumbent will work closely with the Graduate Program Directors for the MA and the MFA programs, as well as all department Faculty, the Administrative Director and Chair of the department; and will also provide back-up administrative support to other areas of the department, as requested.

Examples of Duties: 

• Coordinate and serve as first point of contact for and provide administrative support functions to the English Department, with an emphasis on the departmental graduate programs; receive and direct internal and external phone and e-mail inquiries; receive, sort and distribute mail to appropriate individual within assigned unit; prepare routine correspondence; provide routine and timely information and assistance to students regarding departmental programs and requirements; coordinate distribution of program information to applicants, students, and faculty.
• Responsible for day-to-day management of English Department Graduate Programs.
• Prepare and write year-end reports on the state of the graduate programs functioning.
• Work alongside the Administrative Director to ensure compliance with accounting and procurement procedures; collect, organize, and review data for the Graduate Program’s activities.
• Provide administrative and logistical support to departmental staff in scheduling and arranging for meetings,
conferences and special events.
• Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and other department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers.
• Manage all Graduate Program social media and recruitment.
• Coordinate efforts with internal and external departments and stakeholders, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities.
• Serve as point person for the collection of application materials and admission statuses for candidates in all department Masters programs; prepare and organize applications for admission, including creating and maintaining.
• Coordinate orientation for new student cohorts in collaboration with GPDs.
• Create program materials and manage and update the master program’s website; maintain directories of alumni and establish points of contact.
• Schedule thesis and final project presentations and assist students with thesis/final project approval paperwork; work with GPDs to assign readers for MA final projects/theses.
• Provide admission assistance to the GPDs with recruitment efforts, admissions events, and class selection for incoming students and first-semester students.
• Prepare and provide administrative correspondence and forms including but not limited with graduate course scheduling, advertising and registration of students, as well as with the assignment of Teaching Assistantships; monitor the placement of Teaching Assistants with their mentor throughout the semester; manage Teaching assistantships contracts; and all spreadsheets to work closely with the Graduate Studies Office.
• Assist with scheduling faculty seminar services and arrange all logistics and technical needs for graduate program events; coordinate and schedule meetings for GPDs.
• Maintain and utilize confidential filing system of department records to assure availability and easy authorized access to all information.
• Provide in a timely manner administrative support to Graduate Program Directors (GPDs) and Undergraduate and Graduate program directors as requested.
• Maintain all alumni records and outreach.
• Assist the Program Directors and program committees with the AQUAD review process, including scheduling and participating in meetings to provide administrative support and archiving decisions made about the process.
• Collect, organize and review data for the Program Directors.
• Provide coverage to other parts of the department in the absence of other administrative support staff such as being responsible for compiling confidential course evaluations.
• Assist Administrative Director and Department staff with tasks as needed.
• Serve as back up for Administrative Director, tasks may include but are not limited to, purchasing, reimbursement, vendor payments and budget assistance:
• Perform other duties as assigned.

Qualifications: 

Bachelor’s degree required. MA in English or related field preferred; The incumbent must have at least three years, or equivalent part-time, experience in office management, office administration, business administration or business management is required.
 
Preferred Experience:
• Experience with graduate programs and coordination strongly preferred; experience with administrative work strongly preferred.
• Experience working with university applications, including but not limited to, PeopleSoft, Concur, Buyways and 25Live preferred.
 
Knowledge, Skills and Abilities:
• Excellent interpersonal and public-speaking skills, including the ability to write clearly and listen carefully and offer appropriate advice about resources on graduate programs to university stakeholders.
• Excellent organizational skills, including the ability to explain systems and processes to the English Department administrative team, students, and campus partners.
• Ability to work with data in Excel or other programs; experience with and/or interest in other scheduling systems; experience with InDesign, Canva, and/or Photoshop for design work.
• Ability to collaborate effectively with the English Department administrative team.
• Ability to take on substantial responsibility, work independently, offer and take constructive advice, and anticipate and meet all deadlines.
• Knowledge of Microsoft Office Suite, as well as web site maintenance software.
• Knowledge of standard office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
• Knowledge of software applications, including office software and database management.
• Knowledge of the principles, practices and procedures of office management, including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
• Knowledge of the types and applications of standard office filing systems.
• Ability to understand, explain and apply the laws, rules regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to express thoughts clearly and develop ideas in a logical sequence.
• Ability to assemble items of information in accordance with established procedures and determine the proper format and procedures for assembling items of information.
• Ability to follow guidelines and procedures, as well as written and oral instructions, as well as give written and oral instructions in a precise, understandable manner.
• Ability to maintain accurate records.
• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others.
• Ability to research and navigate the internet and social media.
• Ability to exercise discretion in handling highly confidential information.
• Ability to exercise sound judgment.
• Ability to multi-task and prioritize tasks while respecting multiple deadlines.
• Strong interpersonal and organizational skills.

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: 30             

Salary Ranges

This is an exempt union position. 

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HR@umb.edu or 617-287-5150.

Applications close: Eastern Standard Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

UMass Boston does not provide visa sponsorships for non-academic positions.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.