Department Administrative Associate, School of Communication

Job description

Join our community and experience Emerson College ! Working for the Department of Strategic Marketing and Business, the Department Administrative Associate provides vital support to the work of teaching and learning in the School of Communication (SOC), largely through service to faculty and students, administrative support to the Department Chair, and the management of business operations within the department. The Department Administrative Associate reports to the Department Chair, and benefits from guidance and support from the SOC Director of Operations, as well as a team of peers in the SOC’s other academic departments. ESSENTIAL JOB DUTIES Assist faculty’s access to and utilization of various self-service tools for managing expenses, travel arrangements, employment, career plans, and textbooks. Support work of faculty search committees, coordinating application files, interview schedules, travel arrangements, etc. Support utilization of systems for managing faculty records, course schedules, etc. Coordinate processes related to contracts and onboarding of new full-time and affiliate faculty. Facilitate provision of equipment, supplies, office space, etc. necessary for teaching and service work. Maintain current collection of course syllabi, ensuring access to the Office of the Dean. Assist with department informational-onboarding of new faculty hires (I.e. HR systems confirmations, office space, floor amenities, direct to resources, etc.) Receive and respond to student inquiries, or redirect to appropriate faculty or other offices. Manage special permissions for course registrations, receiving student requests and confirming approvals by chair and/or course instructors. Assist with general program questions through familiarity with program curriculums and the coordination of participants in internal peer-mentorship programs . Help the Chair and Assistant Chair address priorities with faculty, students, and program partners including scheduling meetings and events throughout the semesters and supporting department initiatives through communication to constituents. In consultation with the Chair and with close support from the SOC Director of Operations, manage the department’s operating budget, producing periodic spend projections, and processing financial transactions (e.g., vendor agreements, purchase orders, requests for payment, etc.). Contribute to the planning of special department events, with emphasis on coordinating arrangements for services (e.g. catering) and facilities (e.g., location, equipment, etc). Manage the hiring of student workers in the department and oversee their projects, timelines and requests from faculty for the work our students do for the department. Coordinate with business vendors and college offices to purchase, maintain, and repair office equipment. Act as office liaison, receiving and directing correspondence from faculty, students, staff, etc. and help to coordinate and maintain the collective department space. QUALIFICATIONS – Qualifications are deemed required and represent what is needed to perform the job effectively. Associate’s degree or equivalent work experience required; Bachelor’s Degree preferred Minimum of 2 years of office, project, or account management experience required. KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of the knowledge, skills, and abilities commonly associated with the job. Strong organizational skills and ability to multitask and prioritize. Effective interpersonal and communication skills. Detail-oriented with excellent follow-through. Functional proficiency with Microsoft Office Suite and/or Google Workspace Basic understanding of standard administrative operations (budget management, procurement, etc.) Willingness to problem solve, think creatively, and contribute collaboratively PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Requires ability to lift and move objects that are light. Requires ability to move materials occasionally. WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job. Usual Office Conditions. Interested applicants, please submit a cover letter and resume. Candidates who don't submit a cover letter will be declined. IN-OFFICE EXPECTATIONS This position is primarily a hybrid role with expected days in the office each week. The hybrid arrangement will be made upon hire. Candidates must reside within a reasonable commuting distance of the Boston campus to ensure operational effectiveness. This arrangement must be approved as outlined in the Remote Work Policy . Compensation: $22.85 - $27.40 hourly, commensurate with experience. Grade of Position: S-23-05NE Employment Category: Regular . Scheduled Weekly Hours: 36.25 Division of Academic Affairs This position will be exclusively represented by the Service Employees International Union (SEIU), Local 888 for purposes of wages, hours and other terms and conditions of employment. In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week. Emerson Employment Categories influence work schedules, benefits eligibility, and time off policies. Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits, such as life and disability coverage and commuter offerings, are available. Please refer to our benefits website for a full list of benefits and eligibility requirements.