Department Administrator: Psychology and Neuroscience

Department Administrator: Psychology and Neuroscience

College of the Holy Cross

Full Time

JREQ-000489

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect-one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus.

Major Areas of Responsibility:

Administrative Office Functions

• Create operational synergies between department administrative office functions and streamline operations across Psychology and Neuroscience, as appropriate.
• Represent the department/program in communications with internal and external stakeholders, providing guidance and recommendations to the chair/program director and departmental leadership.
• Communicate with department faculty on matters such as submission of syllabi, grades, textbook information, course materials, scheduling deadlines, and other academic administrative requirements.
• Provide assistance to faculty and the chair/program director during academic meetings.
• Serve as a resource to the Student Advisory Committee (SAC). Assist with faculty reviews and tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents).
• Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements for the department/program and synergize operations as appropriate.
• Serve as Information Technology Services (ITS) liaison. Coordinate the installation of hardware and software with ITS when necessary. Work with ITS, faculty, and staff to identify hardware and software needs of the department/program, including classroom and laboratory needs.
• Assist the chair/program director with preparation, processing, and editing of course descriptions using CIM and other appropriate software.
• Work with the Registrar's Office, chair/program director, and faculty to organize and initiate course scheduling using STAR, CIM, CLSS, and other appropriate software.
• Manage departmental operations, programs, and administrative processes; coordinate departmental initiatives and programs.
• Develop, monitor, and manage departmental budgets and expenditures; work with the department chair to support decisions regarding allocation of resources to support faculty, programs, and departmental operations.
• Manage both internal and external requests to use departmental spaces, including classrooms, labs, meeting rooms, and shared departmental spaces, as appropriate in concert with the Laboratory Supervisor.
• Receive and screen all manner of inquiries for the department/program. Research, prioritize, and follow up on issues and concerns, including those of a sensitive or confidential nature. Demonstrate an appropriate course of action, referral, or response. Work closely and effectively with the chair/program director, faculty, and staff to keep them well informed of upcoming commitments and responsibilities, following up as appropriate.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Onboard employees by arranging office space, office setup, systems access, and requested office supplies; coordinate with Facilities, ITS, and the Provost's Office as needed.
• Assist with departmental and cross-departmental initiatives, including implementation of programs and departmental improvements.
• Manage administrative and operational tasks related to Academic Affairs, including management of an active calendar of appointments; compose and prepare correspondence that may be confidential; arrange detailed travel plans and itineraries; and prepare and compile agendas and documents for meetings.
• Direct logistics of meetings, events, special testing schedules, and departmental gatherings, including event arrangements, event programs and promotional materials, and publicity, as appropriate.
• Maintain public spaces; coordinate office moves with Physical Plant, ITS, faculty/staff involved, and others.
• Ensure the functionality of office equipment and coordinate repairs; submit requests for building maintenance and hardware needs; maintain office supply inventory.
• Maintain department/program calendar. Monitor College deadlines and changes in administrative procedures, and communicate them to faculty and staff.
• Collect and distribute mail; handle outgoing mail and packages.
• Hire, train, and supervise work-study students and other student employees, as appropriate to the program; approve student employee time punches and/or report time to Payroll.
• Assist the chair/program director with hiring, processing, and coordination of graders, TAs, FRAPs, and other specialized student positions. Assist Primary Investigators (PIs) who are funding student workers on grants with timekeeping to assure compliance.
• Participate as needed in special department/program projects.
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, and establishing personal networks.
• Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.

Communication, Partnership, Outreach

• Communicate, interact with, and support effective partnerships with peers, supervisors, and colleagues; liaise with other administrative staff, academic colleagues, students, and departments across the College.
• Serve as ongoing contact for faculty job candidates during hiring searches. Organize candidate travel and accommodations, itineraries, reimbursements, and related logistics.
• Represent the department/program via phone, email, and written correspondence and by attending events, lectures, and departmental activities.
• Liaise with other institutions, external agencies, vendors, prospective students, and other external constituents, as appropriate.
• Respond to phone calls and emails from students, parents, alumni, and benefactors on behalf of the department/program.
• Oversee department/program web pages and other digital and printed communications.
• Organize and facilitate communications for department/program meetings; make, disseminate, and file electronic meeting minutes.
• Assist with the preparation of department/program marketing and communications materials, including brochures, posters, handouts, newsletters, and informational materials.
• Maintain up-to-date websites and priorities for social media communications.

Psychology/Neuroscience Additional Responsibilities

Provide departmental, academic, event, and laboratory/program support.

• Coordinate department/program meetings, talks, colloquia, student programming, and special events.
• Manage guest speaker and visitor visits, including scheduling, travel, accommodations, honoraria, reimbursements, and related documentation.
• Reserve campus venues and coordinate catering, audiovisual equipment, recordings, and event support.
• Coordinate publicity efforts for events across print, web, and electronic platforms.
• Draft, edit, and prepare copy for posters, flyers, email announcements, newsletters, and web postings.
• Work with Graphic Arts or other campus resources to design and finalize promotional materials.
• Circulate event announcements via appropriate campus platforms and email.
• Compile event statistics and participation data for annual and program reports.
• Assist with ordering classroom, laboratory, and other teaching materials and supplies.
• Provide faculty support for copying, scanning, and instructional materials.
• Support administrative needs related to laboratory, classroom, and teaching spaces used by Psychology and Neuroscience faculty and students in concert with laboratory supervisor, faculty, and staff as appropriate.

Project Assistance

• Provide research and project support to the chair/program director and faculty.
• Assist in the performance of data analysis, including managing datasets to ensure accuracy and integrity.
• Synthesize and summarize findings from departmental data, surveys, and reports to inform project development and departmental decision-making.
• Utilize project management tools and methodologies to coordinate tasks and track progress.
• Act as lead for operational special projects, including execution from planning to completion.
• Build expertise in the business functions for Human Resources (HCM), Finance, and Student associated with the implementation of Workday; serve as a Change Champion; and train others (Department Chairs, Faculty, Student Workers) as appropriate.
• Assists with experiential learning and auxiliary program tasks, when appropriate.
• Other duties as assigned

Minimum Qualifications:

• Bachelor's degree required, advanced degree preferred; or a minimum of five years of experience in departmental administration, project management, and staff supervision preferred.
• Financial and technical proficiency
• Confidentiality and discretion
• Strong communication and collaboration
• Cross-cultural awareness
• Initiative and leadership

The salary for this full time, exempt level position is $55,000.

Weekly Hours: 40

Annual Work Schedule: 12 month