Job Title Academic Coordinator, Humanities Department CAS Office Administration Job Code C51508 Job category Full Time Staff Terms and Hours Non-Exempt Full Time; generally, 35 hours per work week. Salary Range Starting at $23.07 per hour; commensurate with experience Job Summary The Academic Coordinator in the College of the Arts & Sciences will support multiple Academic Departments organized by Divisions of the College. This position will ensure collaboration between the Departments of each Division and the Advising Office. The Academic Coordinator reports to the Senior Administrative Assistant to the Dean of the College of Arts & Sciences and is a strategic collaborator with the Department Chairs. This Academic Coordinator will support the areas of the Humanities academic departments. This is inclusive of English, International Languages & Cultures, History, Philosophy, and Theology. This coordinator will provide focused support to all College Adjunct faculty. Core Duties * Maintain up to date two-year curricular plans for every major and minor within the assigned departments. * Organizes logistics of the external program and accreditation reviews for assigned departments and programs undergoing these processes. * Coordinate faculty and staff recruitment processes and onboarding of new hires working with Department Chairs, the Dean's Office, and the Provost Office. * Assists chairs in creating annual faculty workload plans and course schedules, coordinating with Academic Advisors and Associate Dean for Curriculum. * Collaborate with Department Chairs to enter course schedules, based on workload plans. * Support course registration for each assigned department within the Division. * Oversee website updates for each department's College-related pages within the Division. * Implement process improvement with the usage of technical systems to accelerate efficiencies and support adoption of new systems by colleagues. * Process financial transactions on behalf of the assigned departments and Department Chairs in collaboration with the Operations Manager and departmental staff. Assist Department Chairs with budget oversight. This includes but is not limited to coordinate purchasing of office supplies, tracking departmental and grant related budget expenditures, process disbursements and reimbursement requests, credit card reconciliation, and generate budget reports as needed. * Supervise student employees as assigned in collaboration with the Senior Administrative Assistant to the Dean. Supervisory responsibilities include providing valuable learning experiences, hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment. * Provide focused support to all Adjunct Faculty within the College of Arts & Sciences. Other duties as relevant to the duties of the position or as assigned by supervisor or designee. Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility. Education & Experience * Required: Bachelor's degree. * Required: 2 to 3 years administrative professional experience. * Preferred: Prior administrative experience in higher education or experience developing technology-based solutions (e.g., AI Tools) to enhance work efficiency * Preferred: Degree in a field related to that of the Division or other demonstrated interest or experience related to that field; Master's Degree. * Or a combination of equivalent education and/or experience. Certifications & Licenses * None. Knowledge, Skills & Abilities * Ability to maintain an equity mindset in working with stakeholders. * Systems-orientation and analytical abilities toward creative problem-solving and improvement of curricular processes. * Ability to learn and use new technology systems. * Effectively receive supervisory input and directions and collaboratively work as part of and contribute to a team, being flexible with changing circumstances. * High degree of organizational skills with attention to detail and ability to prioritize, multitask, be flexible with changing circumstances, and meet deadlines. * Excellent problem‐solving skills. * Excellent written communication skills and ability to communicate persuasively and professionally with diverse audiences. * Strong interpersonal skills and ability to navigate differing approaches and perspectives on projects and build consensus across stakeholders * Ability to maintain confidentiality and effectively handle confidential information with sound judgment, tact, and discretion. * Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, quality, professional development, and process improvements. * Ability to routinely and independently exercise sound judgment in making decisions. * Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff. * Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of stakeholder groups, policies, and processes. * Effective ability to use technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and data management systems. * All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties. Physical Requirements * Frequently: sit, perform desk‐based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork. * Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds. * Occasionally: ability to attend events and activities on or off campus. * Frequently: ability to interact and communicate with members of the University and others as necessary. Working Conditions * Hours of employment: sometimes may require working flexible and/or longer hours, including early mornings, evenings, nights, and weekends, when necessitated by projects. * Work related stress: sometimes there may be stress from work related situations such as those involving challenging, important, urgent, time sensitive, or multiple matters. Work Standards * Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity." * The full Mission Statement is at: www.up.edu/about/mission. * The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion. * Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. * Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University. * Compliance with driving related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements. * Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity. Benefits Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long‐term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.) Posting Detail Information Posting Number S219-2023 Number of Vacancies 1 Estimated Start Date Open Date 01/03/2025 Close Date Open Until Filled No Special Instructions Summary