The Department Coordinator provides high-level administrative support including financial planning, instructional support such as scheduling and communication tasks such as website updating to a large and complex academic and research department and specifically to the Chair of the department of Chemical Engineering. This position provides additional support to the Chair as requested that requires analytical and critical thinking to determine appropriate action. These duties include but are not limited to compiling and storing data, updating department statistics, assisting in the completion of forms and reports, and providing fiscal forecasts.
The Chemical Engineering department offers a B.S. in Chemical Engineering and a 5-year BS/MS program, Master's and Ph.D. degrees and educates approximately 255 undergraduate and 52 graduate students each year. The department provides classroom education, laboratory instruction, graduate, and undergraduate research training.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.
Duties and Responsibilities
BUSINESS AND FINANCIAL ANALYSIS:
Assist Chair with short and long-range financial planning for department.
Assist Chair in auditing all department accounts, maintaining detailed information on laboratory expenditures, and verifying income related to indirect costs, gifts, and distance learning. Manage internal accounting of faculty travel allocations and expenditures.
Assist individual faculty members in budget management on sponsored research grants and individual accounts such as research flowback and startup accounts.
Prepare adjunct faculty payroll information each semester and coordinate hiring with the College Employment Specialist. Maintain records on adjunct faculty hiring.
INSTRUCTIONAL SUPPORT MANAGEMENT:
Assist Department Chair with semester scheduling tasks, work with registrar on all master schedule change requests, provide assistance in coordinating with college distance learning staff, manage all student drop/add requests. Prepare forms related to course catalog updates.
Collect graduate tuition scholar credit requests from faculty according to CHE priority protocol, work with Chair to allocate credits, manage records pertaining to such requests on a semester basis. Handle all graduate student stipend forms for forwarding to college. Manage all correspondence related to awarding of graduate assistantships and tuition awards.
Manage database on faculty scholarship (publications and research expenditures). Assist Chair with data for annual department report and annual research productivity metric (RPM) analysis.
Manage database of current undergraduate and graduate students and advisors. Manage departmental enrollment databases related to course enrollments by individual course and topic area, distance education enrollment, assigned faculty loads, and related data. Track information on concentrations, minors, and study abroad programs. Provide assistance to Assistant Chair for data collection related to ABET Accreditation.
COMMUNICATION AND SPECIAL PROJECTS
Initiate contact with faculty and other appropriate staff/faculty for content to ensure that information posted to the website is correct, up-to-date and the website serves as an effective resource for those seeking information about the department programs, services, faculty and staff.
Work with College Marketing and Communications ensuring that all publications are prepared accurately and timely, e.g. department brochures, newsletter
Provide coordination with Facilities Management on space renovations and capital projects.
Provide backup support to other department administrative staff as special needs dictate.
Approve all student timesheets.
Perform other duties as assigned.
High School diploma required.
Must have a minimum of three years of relevant and applicable work experience in a professional environment.
Excellent written and verbal communication skills and strong attention to detail.
Proficient in word processing, spreadsheet, database, and presentation software (Microsoft Office) with the ability to keep current with Villanova University job-related technologies and databases (e.g., Banner, Concur, PeopleAdmin).
Bachelors degree preferred, or equivalent combination of education and experience may be substituted.
Administrative skills and office operations, preferably in an academic environment.
Physical Requirements and/or Unusual Work Hours
Standard office setting.
Special Message to Applicants
Posting Date: 09/19/2018
Closing Date (12am ET):
Open Until Filled:
Salary Posting Information: Commensurate with experience.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values. Villanova University is committed to providing leadership in the attainment of equal employment for all individuals. It is the policy and practice of Villanova University to recruit and select applicants on the basis of their qualifications and abilities. This effort is in compliance with all federal and state laws, including Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1975, Executive Order 11246, and the Americans with Disabilities Act.
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