Department Coordinator DAIL - St. John's University
Queens, NY 11439
About the Job
St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.
Department: Department of Administrative and Instructional Leadership
Specific Job Title: Department Coordinator
Reports to: Department Chair of Department of Administrative and Instructional Leadership, Stephen Kotok
Job Summary:
This position supports the Department of Administrative and Instructional Leadership through student advising and managing large projects such as federal and local grants. The candidate must communicate professionally and effectively on behalf of the Department. Manages relations with critical constituents and communicates with students and university-wide offices.
Essential Functions:
Advising
- Provide student advisement for graduate and doctoral students.
- Set up the advisement schedule, send out emails to students on advisement, and provide advisement support to students.
- Monitors students' matriculation through the program to ensure they are on target for graduation. Responsible for meeting with all graduating students to go over and make sure they are on track for graduation.
- Works with the Certification office to ensure all students know all certification requirements. Corresponds with students and organizes information sessions for the students. Submits student information for endorsement for certification.
- Organize and attend orientations for various student programs.
- Degree Works Management for the Department to verify the student registration requirements.
Projects and Grants
- Manages all clerical billing and processing of Grants developed by DAIL Faculty
- Serve as an Admissions Liaison with New York City DOE, Federal Stakeholders, State Stakeholders, and St. John's admissions to flag students and to ensure fees are waived as negotiated by a grant.
- Register grant-funded students and serve as liaison with financial services.
- General grant administration including attendance verification, grade reporting, and working with bookstore.
- Produce annual reports for the Carnegie Project on the Education Doctorate (CPED)
- Serve as a liaison between departments for federal and state grants.
Other
- Facilitates all Open Houses, Accepted Student Nights, New Student Convocation, Graduation, Deans Convocation, Course Dog, and Adjunct Orientation.
- Work with alums and professionals to design and produce professional developments.
- Regularly handle confidential material and information and exercise discretion.
- Function efficiently during high-demand periods with students and the administrative team.
- Support Department Chair in monitoring expense reports
- Develop or maintain data reports using multiple platforms
- Lead and support college events for the Graduate Division or the School of Education
- Other duties as assigned
Competencies
- Commitment to promoting and enhancing diversity, inclusion, and equity
- Self-motivated and can work independently
- Punctual, reliable, organized, and flexible
- Demonstrated ability to create and promote a welcoming, collaborative, team-based environment as part of the Dean's Office
- Maintains a respectful workplace and exercises the highest degree of professionalism
- Demonstrated ability to manage a fast-paced work environment
- Use sound judgment and initiative, particularly as it relates to handling sensitive and confidential information
- Excellent and effective written and oral communication skills, problem-solving skills, time management skills, and detail-oriented
Supervisory Responsibility:
This position manages student and grant employees in the Administration and Instructional Leadership Department and associated grants.
Work Environment:
This position operates in a professional office environment. This position is required to use standard office equipment such as personal computers, printers, etc.
Physical Demands:
While performing the duties of this job, the employee is occasionally required to stand, move about, sit, carry work, use controls, reach with hands and arms, climb stairs, and communicate. The employee must occasionally lift or move up to 20 lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception, the ability to adjust focus, etc.
Position Type/Expected Hours of Work:
Days and hours of work are Monday through Thursday, 8:30 a.m. to 4:30 p.m; Friday 8:30 a.m. to 3:00 p.m.This position occasionally requires long hours and weekend work based on events scheduled by the employee.
Travel:
Travel is primarily local and may include visits to other NY organizations. Some travel is out-of- area, and overnight travel may be required.
Required Education and Experience:
- Bachelor's degree and five years related experience or training, or equivalent combination of education and experience.
- Experience with Grants with a budget of over a million dollars.
- Proficiency with Microsoft Office applications (including Outlook, One Drive, Teams, and Forms)
- Familiar with virtual meeting platforms (ex: Teams, Webex, Zoom)
Preferred Education and Experience:
- Experience in the higher education setting
- Ten years related experience or training, or equivalent combination of education and experience.
- Knowledge of Degree Works, SLATE, and BANNER
- Familiar with Canvas LMS
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
In compliance with NYC’s Pay Transparency Act, the annual salary range for this position is $55,000 - $58,500. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.
This position may be relocated to any of St. John’s University’s physical locations at any time.
St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events
Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.
St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
Required Skills
Required Experience
