Scheduling & Events Administrator

General

Summary:

The part‑time (.75 FTE) Scheduling and Events Administrator within the Dean’s Office for the College of Liberal Arts (CLA) and McCormack Graduate School (MGS) will provide professional support to the Assistant Dean for Scheduling & Special Events. The Scheduling & Events Administrator will have the responsibility of assisting with department scheduling, and university and college events.

• Assist with course scheduling for the College of Liberal Arts and McCormack Graduate School, including monitoring enrollments, timeslot utilization, and monitoring WISER for the accuracy of published schedules; includes Fall, Spring, Winter and Summer semesters.
• Assist departments during a scheduler vacancies, including entering courses in WISER and course evaluations and other admin duties as needed.
• Assist with enrollment tracking, coordinate schedules submitted by departments and monitor them for compliance with section targets and University policies on timeslot utilization, for all semesters.
• Assist with collaborating with the Registrar’s Office with room assignment process; monitor WISER for the accuracy of published schedules for all semesters.
• Assist with enrollment data and reports.
• Assist with preparing data and reports on classroom utilization for post‑audit purposes and to inform efforts to increase efficiencies for all semesters.
• Assist with collecting, tracking, analyzing, interpreting, and reporting College data pertaining to enrollment, retention, graduation, research, and faculty teaching load for all semesters.
• Assist with providing data and reports of departmental enrollment targets for post‑audit of achievement of the College’s enrollment goals and for internal and external purposes for all semesters.
• Maintain confidentiality of student information and records.
• Assist with tracking student records retention and graduation trends.
• Work collaboratively with CLA Advising, CLA First! and department Administrative Assistants on confidential student information.
• Assist with department ad‑hoc scheduling requests.
• Provide support to CLA Dean’s Office, McCormack Graduate School, Departments, Programs, Centers, Institutes, and university‑wide projects, as well as provide administrative support for university‑wide initiatives undertaken by the unit; and other projects as needed.
• Provide administrative support to the Assistant Dean of Scheduling and Special Projects, including the scheduling of conferences, meetings, and workshops, including booking room and other accommodations, meals, and other logistics for CLA Dean’s Office and McCormack Graduate School.
• Assist with events, notably the annual Spring Convocation, Commencement, Open House, Welcome Day, Dean’s Office events, University Events, Tabling for Major Exploration, University Advancement events, Faculty receptions and other unidentified events; preparation of materials, coordination with Registrar and Commencement Committee as well as Enrollment Management, and assist with the events themselves (some evening and weekend hours will be required) for the CLA Dean’s Office and McCormack Graduate School.
• Assist with events in the McCormack Graduate School Programs, Centers, and other units under MGS. The programs that the MGS supports but not limited to, the Wood Lecture, the McCormack Racial and Equity Taskforce, the Africa Scholars Forum, the McCormack Scholars Club, the Moakley Chair and other Centers with no admin staff.
• Assist in the organization of events internal and external, including logistics and advertising the events, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria for the CLA Dean’s Office and McCormack Graduate School.
• Serve as Bank Card cardholder which includes reconciling the Bank Card, uploading receipts and statements to Buy Ways. Keep track of all purchases; receive and maintain original itemized receipts for items purchased, reconcile statements in compliance with university regulations,…