Faculty Department Assistant

FUNCTION:
To provide secretarial and administrative assistance to the Chairs and faculty in the departments of Religion, Spanish and Classics.

Department Faculty Department Assistants Reports to Title Director of Academic Budget & Administrative Support Full or Part Time Full Time Number Of Months 12 Work Schedule Position End Date (if temporary) Posting Number 2021 -02012- AS

Essential Duties Summary

DUTIES & RESPONSIBILITIES

1. Support the Chairs by functions, including but not limited to:

(a) Gather and edit departmental information needed by Barnard Administration, including revising catalogue copy and preparing faculty action/appointment forms.

(b) Facilitate communications in the following ways:

• answer telephones/email and convey information to appropriate persons
• maintain general office files, including confidential files
• send faxes, photocopy materials as needed
• respond to inquiries from students, parents, community leaders, professionals, and visiting lecturers inquiries and refer to appropriate persons
• distribute faculty mail and assist faculty in communication with students, faculty and other appropriate persons
• establish email lists for faculty and program correspondence
• prepare departmental memos and letters
• post posters or have them posted
• maintain and update web sites under supervision of appropriate faculty.
• Coordinate with vendors, Facilities regarding events, construction projects, etc…
• Coordinate with director and faculty advisor of annual Greek play to procure supplies, reserve spaces, and manage Kramer Fund budget

© Prepare materials related to the employment and review of instructional staff:

• faculty appointment forms
• proposals and dossiers for tenure, promotion, 3rd and 5th year reviews
• departmental searches
• curriculum vitae
• tabulate course evaluations.
• Manage PeopleAdmin hiring system to organize applicants for employment, including posting the job ad with professional agencies and on the college website, sending letters for non-hires and tracking applicants who make the short list.
• Coordinate all travel arrangements for applicants, including processing all reimbursements
• Coordinate meetings and job talks for applicants while interviewing on campus, including publicity

(d) Responsible for managing, training, hiring, and approving time sheets for student assistants.

(e) Manage department budgets and over-see all reconciliation and purchases.

(f) Prepare, review and submit annual budget report. Assist chair with staffing projections

2. Prepare materials directly related to instruction, including but not limited to:

• course syllabi
• examinations (midterms, finals, make-ups), tests, quizzes
• Coordinate with disability services for special accommodations for students taking exams
• course manuals/packs and COI proposals
• library reserve lists, bookstore order forms
• letters of recommendation, including writing letters for student workers
• distribute and retrieve course evaluations (coordinate distribution and retrieval).
• Proctor exams during finals and midterms weeks as needed.

3. Classroom and office services:

• keep inventory of office supplies and order as necessary
• assist faculty in coordination of facilities for their classes, i.e., organizing cleaning, ordering furniture and equipment,
• arrange for security and access
• see that computers, telephones and other office equipment are kept in good repair.
• Assist with and track the purchases of new and replacement computers for faculty.
• Assist faculty with training on new or upgraded software
• Train faculty, students and new chairs of departments on all app, software and hardware changes or additions to Barnard’s technology, including BudgetPak, Canvas, CIM
• Troubleshoot technological issues with PCs, copiers and printers

4. Act as liaison with cognate departments at Columbia and other schools on relevant academic and office matters.

• Manage office, communicate and enforce policies and procedures as professors transition in and out of the chair role.

5. Assist faculty with the planning and organizing of departmental meetings, symposia, roundtables and other events when required.

6. Perform related duties as required.

Knowledge, Skills, and Abilities

• Excellent organizational ability and a broad range of office skills
• Excellent computer skills & experience with word processing, spreadsheets, email, Web
• Ability to set priorities, work under pressure, balance competing responsibilities, and work independently without direct supervision
• Tact and good judgment in dealing with faculty, students, administration, and the public
• Excellent verbal and writing skills.

Required Qualification Summary

• Bachelor’s degree preferred and 1-3 years’ related experience, or two years of college and 3-5 years’ related experience

Preferred Qualification Summary

Physical Demands Summary

Salary Range $30.34/hr

EEO Statement

Barnard College is an Equal Opportunity Employer. Barnard does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

Open Date 09/30/2021

Close Date

Open Until Filled Yes

Additional Information

This is a Grade 8 Local 2110 position. Internal Local 2110 applicants must apply within the 5-day posting period from the date specified above to receive preferential consideration.