Department Coordinator - Berklee College of Music in Boston Massachusetts

Unfortunately, this job is expired as of 12/4/2015.

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Berklee College of Music

Boston, Massachusetts

United States

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Detailed Job Description

Under the direction of the associate director for academic information, the department coordinator assists as necessary with all functions and processes of the office for institutional assessment and graduate studies, faculty development, and digital learning. In particular, the department coordinator acts as the administrative assistant for the assistant vice president for digital learning. The department coordinator also supports the program manager as necessary with support for the dean, institutional assessment and graduate studies, and the dean of faculty development and the associate director of academic information with various projects.

The coordinator assists with front-line contact and serves as receptionist for the Institutional Assessment and Graduate Studies and Faculty Development offices. The coordinator assists in providing general support for all members of the IAGS, FD, and DL teams and takes care of day-to-day administrative duties to facilitate office functioning and communication. The department coordinator provides administrative and other support to advance the student experience including all matters related to maintaining an organized, efficient flow of information within the departments (among faculty, students, staff) and constituencies within and outside of the college. The department coordinator supports all departmental events and meetings before, during, and after each event, including but not limited to online promotion on and via email, meeting minutes, logistics, and day-of support.

The department coordinator supports the graduate programs as relates to both current and prospective students. Duties include: maintaining the Facebook pages for the Boston programs; collaborating with Admissions to answer incoming student queries (email, phone, and in person) about the programs; scheduling the graduate program courses on the Boston campus; supporting recruitment events as necessary; and coordinating with the Office of the Registrar to process any necessary apostilles for graduate students after they complete their programs.

The department coordinator coordinates travel of the supported offices as well as Boston faculty to Valencia and Valencia program directors and faculty to Boston. This involves communication with faculty and staff who have been identified and approved by the college for travel, arranging flights, coordinating ground transportation and housing in Valencia with the Valencia staff, and working with faculty to file expense reports.

The department coordinator coordinates all international shipping from the office for institutional assessment and graduate studies. This includes shipping of library books, items from the Berklee Bookstore, and faculty teaching materials to Valencia, as well as shipping of books and teaching materials to the schools and colleges within the Berklee International Network and others who have curriculum transfer agreements (CTAs).

The department coordinator also supports the associate director of academic information with the program review and curriculum change processes for both graduate and undergraduate programs, as well as with general curriculum maintenance.

Essential Duties and Responsibilities:  

  • Daily Operations: Provides administrative support to maintain and advance daily operations, departmental communications, and the management of calendars, budgets, department records, and research/databases.
  • Visiting Artists: Coordinates and arranges travel and logistics across campus as needed for Visiting Artists, VIP guests, and others as needed.
  • Meetings and Events: Assists with meetings and events, distributes materials, takes minutes as needed.
  • Curriculum Management: Provides direct support for curriculum maintenance and academic program change processes.
    • Faculty and Staff Travel: Coordinates travel for faculty and staff traveling between Valencia and Boston, including liaisoning between the campuses, arranging ground transportation and housing, coordinating expense reports and reimbursements.
  • International Shipments: Coordinates all academic shipments to Valencia.
  • Diversity and Inclusion: Fosters and maintains a workplace climate that is supportive of all employees regardless of their identity, respectful of difference, and genuinely open to multiple perspectives.
  • Technology: Demonstrates strong knowledge of technology that supports office administration.
  • Work Study: Supervises work-study student employees as needed.
  • Other duties as assigned.

Required Skills

  • Full awareness of and commitment to the college’s diversity initiatives.
  • Demonstrated capacity to develop and maintain effective working relationships with individuals and organizations reflecting a broad range of identities, perspectives, and experiences.
  • Excellent interpersonal skills with necessary discretion to work with confidential information.
  • Excellent verbal and written communication skills.

Required Experience

  • Bachelor’s degree.
  • Relevant experience in academic administrative operations.
  • Relevant experience as an administrative assistant with heavy travel and event planning duties.
  • High-level proficiency with Google Drive, Microsoft Office, Content Management Systems (Drupal preferred), and MailChimp. Knowledge of Datatel Colleague, Marketo, and Salesforce platforms is helpful.

Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

Keyword Phrases

  • Department Coordinator
  • Learning lab for the music of today
  • Cultivating the musicianship of all students
  • Holistic and constantly evolving diversity
  • Program Administrators and Coordinators
Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter