Program Coordinator / Administrative Assistant

SUMMARY:
This part-time (.50 FTE) position performs office management, digital publication, communication, clerical, and administrative duties for the Department of Historical Studies. This department houses the History the Social Studies Education programs as well as minor programs in Archaeology, Classical and Medieval Studies, and Africana Studies. The successful candidate will manage departmental office operations, assist department chair and members with essential tasks, facilitate student engagement, represent the department in a professional manner, and support the work of Calvin University as a community of learning.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Support the department chair and faculty:

• Financial: Monitor departmental expenses and maintain spreadsheet of spending and budget; provide regular updates to department chair; assist faculty with submission of expense reports, check requests, etc.
• Department reporting: Assist in gathering data, collating responses, and drafting reports such as assessment reports, program reviews, job candidate information, faculty reappointment documents, etc.
• Course schedule planning: Assist in planning department annual teaching schedule, coordinating classroom usage, monitoring enrollment, and communicating needed changes.
• Take minutes for department meetings
• Collect and archive departmental records (including meeting minutes, syllabi each semester, and faculty cv's).
• Scholarships and prizes: Coordinate the process of advertising, reviewing, and awarding department scholarships by sending timely reminders, submitting recipient names, and drafting communication to donors. Coordinate the advertising, selection, and check request process for two departmental cash prizes.
• Represent the department at on-campus admissions and orientation events. Serve as liaison to Admissions office for arranging campus visits.
• Assist department chair in timely completion of department business.

Writing, Editing, and Content Creation:

• Collate and send email newsletter to History students every 1-2 weeks with information about upcoming events and opportunities.
• Create posters, web graphics, and other visual media to promote departmental courses, programs, and events.
• Maintain social media accounts, including Instagram and Facebook, using templates and design assets available in Canva.
• Copy-edit and update department blog posts in WordPress.
• Maintain department website by updating content on existing pages designed by Marketing & Communications department. Assist with website updates as needed.
• Maintain department information displays (inc. bulletin boards and faculty door schedules) with information about courses, faculty and staff, and student pictures.

Event Planning & Publicity:

• History Colloquium (lecture series): With department faculty, plan department. colloquium series (2-3 talks per semester). Coordinate arrangements with external speakers, including travel reimbursement, lodging, and communication prior to the event.
• Reserve rooms and order catering for department events using campus services. Set up and attend events as needed.
• Coordinate student activities with faculty and students. This may include 1-2 parties or social events each semester, book clubs, informational meetings, etc.
• Publicize events by updating the web calendar, and sharing information on internal and external social media channels.

Office management:

• Purchase and maintain office and lounge supplies and equipment.
• Submit work requests to Facilities, IT, and other campus offices on behalf of the department.
• Maintain a welcoming and tidy environment in department office, lounge, and other common spaces.
• Reception: sort mail, answer department phone and email, and welcome visitors to the department.
• Safety: act as department safety liaison; attend required annual safety meetings with Campus Safety; follow procedures for fire drills, medical incidents, and other emergencies.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
This position requires a high-school diploma or general education degree (GED); some higher education (BA strongly preferred); one to three years office experience; or equivalent combination of education and experience.
SKILL REQUIREMENTS:

• Exceptional oral and written communication skills
• Expertise in MS Office; familiarity with Workday helpful but not required
• Familiarity with website management and social media
• Interpersonal skills
• Organizational skills
• Knowledge of co-curricular student social culture and collegiate experience
• Strong initiative to anticipate needs and stay current in a changing environment
• Vision for continuous improvement to improve workplace efficiencies
• Resiliency and flexibility
• Previous experience in academic administration helpful but not required

FAITH and EDUCATIONAL COMMITMENT
1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith, learning, and student development.
DIVERSITY COMMITMENT
Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.