Works cooperatively with others and accepts direction from supervisors.
The Environmental Studies Academic Program Coordinator/Environmental Affairs Assistant facilitates the educational mission of the Environmental Science program by providing administrative and technical support to the Director and affiliated faculty members.
Responsibilities
- Adheres to Banner Student Module policies and deadlines.
- Reviews all course/section data for conformity to Banner requirements.
- Assists students and faculty in understanding the Banner registration process.
- Enters approval/permit overrides as required.
- Provides departmental course reports using current reporting software.
- Coordinates annual catalog copy and updates web version as needed.
- Reviews class schedules for accuracy and communicates changes/errors to the scheduling office.
Recruitment:
- Monitors department compliance with all College hiring guidelines; coordinates recruiting process; submits job advertisement, receives and acknowledges all correspondence, creates and maintains applicant files, creates and maintains a FileMaker Pro database for applicant information, prepares visiting candidate's schedule (travel, interviews, lodging, meals, publicity), prepares interview folders for Old Chapel, prepares statistics for recruiting report.
- Establishes and maintains databases/lists of Environmental Studies program majors and minors, independent study projects and senior theses.
- Keeps confidential files for student transcripts and honors students.
- Develops budget for Director's approval and enters requests in Banner Financial Module.
- Manages budget and tracks expenses monthly in Banner.
- Prepares vouchers, journal entries and purchase requisitions for reimbursement and ordering supplies.
- In addition to department budget, manages enrichment, endowed, and discretionary funds (for department and affiliated programs). Monitors spending, and keeps Director informed of expenditures and balances as needed.
- Orders supplies for Environmental Studies courses, such as ENVS 0112 lab, and others as needed.
- Provides administrative support for logistics of all Environmental Studies events, such as the yearly Margolin lecture, weekly Woodin Colloquium Series, and others as needed.
- Provides continuity and stability during Director transition every 1-3 years.
- Advises Director and affiliated faculty of College policies and guidelines.
- Liaison between Administration and support offices to ensure that deadlines are met and all necessary paperwork completed appropriately.
- Assists in acclimating new faculty to the College and community.
- Interacts with students, answering inquiries or directing them to proper channels.
- Assists Director in gathering and disseminating necessary materials (e.g. course rosters to SAC representatives) for faculty review process.
- Updates and maintains program website using current software.
- Sorts and distributes mail; handles phone calls; maintains inventory of supplies for program office and faculty.
- Coordinates work of office student assistants, trains in office procedures, and approves hours in Banner.
- Supervises maintenance of departmental equipment and offices.
- Participates in CAOS meetings, computer training, and professional development opportunities to gain necessary knowledge of new systems and better serve the mission of the program.
- Performs responsibilities which assist the program in maintaining its mission.
The Environmental Studies Academic Program Coordinator/Environmental Affairs Assistant also facilitates the environmental mission of the College by providing administrative and technical support to the Dean of Environmental Affairs and other Environmental Affairs staff as needed.
Responsibilities
- Supports the work of Dean of Environmental Affairs (DEA) by maintaining appointment calendar and arranging on- and off-campus meetings; coordinates travel arrangements for conferences, external reviews, alumni donor visits attended by DEA; arranges materials and logistics for DEA off-campus workshops taught at conferences, other institutions, etc.
- Provides administrative support for logistics of Environmental Affairs events including invitations, venue scheduling, publicity and technology assistance; makes travel and lodging arrangements for event speakers.
- Maintains archives of articles and chapters published in local, regional, national and international sources about environmental peak.
- Coordinates on and off-campus distribution of annual environmental newsletter and other materials, and works with alumni records to maintain database of College alumni involved in environmental field.
- Completes administrative tasks associated with Environmental Affairs operating and endowment accounts including creating and submitting vouchers and journal entries.
- Assists with dissemination of information for public relations and the preparation of publications, grant proposals, and annual reports.
- Works on special projects as directed by DEA and other Environmental Affairs staff.
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Strong interpersonal skills necessary. Excellent written, organizational, communication, administrative skills required. Ability to learn multiple computer systems/programs, work under pressure with frequent interruptions. Must be able to work with various constituencies, both internal and external to the College. Ability to work independently, without supervision, prioritize essential tasks, and to handle sensitive information with appropriate discretion. Must be able to climb stairs, sit at a computer for long periods of time, and complete errands across campus.
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