Amherst College — Academic Department Coordinator

Amherst College

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Academic Department Coordinator position. The Academic Department Coordinator is a full-time, year-round position. Given Amherst’s distinction as one of the most diverse liberal arts colleges in the country, the successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community.

The Academic Department Coordinator supports the administrative and logistical efforts of the Physics and Astronomy Department. Ensures the efficient operation of the department office including managing the Departmental budget and supervising and coordinating student workers in Workday. Serves as a liaison to the diverse Amherst College campus community. Takes appropriate actions to support a diverse workforce and participates in the College’s efforts to create a respectful, inclusive, and welcoming work environment.

Summary of Duties and Responsibilities

Office Management/Administrative Support

  • Assist the faculty in course preparation, correspondence, and professional activities
  • Assist in faculty searches, and reappointment and tenure cases including coordinating search process logistics including scheduling interviews, communicating with applicants, and other details
  • Maintain inventory and supplies
  • Maintain department files including review, tenure, and reappointment materials
  • Respond to departmental inquiries

Budget Management

  • Track expenses for departments and individual faculty accounts; create annual reports; reconcile monthly expenses; and project balances
  • Process invoices and student reimbursement, requests in Workday
  • Purchase department supplies, equipment, etc.
  • Serve as liaison for vendors and key suppliers, including compressed gas deliveries and account
  • Create budgets in collaboration with Department Chair
  • Coordinates student payroll in Workday

Course Support

  • Assist with course preparations, course notes, and exams; purchase supplies for laboratories
  • Update the Course Catalog
  • Serve as liaison to and provide information for our diverse student body
  • Obtain copyright permissions
  • Manage the course evaluation process for non-tenured faculty
  • Communicate the scheduling of Department courses to the Registrar


  • Coordinate travel and accommodations for visitors and job candidates
  • Create publicity including posters and email communication
  • Reserve venues
  • Coordinate receptions and dinners

Electronic resources

  • Maintain Department’s electronic resources: Department website, room reservations, and department card access, electronic repositories for course materials.


  • Associate’s degree or equivalent training and/or education or 3 years of related experience in lieu of a degree
  • 1 to 3 years of related experience
  • Accounting and/or budget management skills
  • Strong interpersonal, written, and verbal communication, customer service, and diplomacy skills
  • Demonstrated organizational and time management skills
  • A demonstrated commitment to diversity, equity and inclusion, and to actively contributing to an inclusive culture for all
  • Sensitivity to issues of confidentiality
  • Attention to detail
  • Ability to take initiative, work independently and collaboratively within a diverse community
  • Proficient in Microsoft Office with the ability to learn new software programs


  • Bachelor’s degree

Amherst College offers many opportunities for professional growth and development, continued learning, and career advancement.

Amherst College requires all employees to be fully vaccinated for COVID-19 (medical and religious exemptions may apply).

Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Benefits are an important part of our overall compensation, so it is critical that you review all of the options to ensure it meets your total compensation requirements. Click here for Benefits Information .

Interested candidates are asked to submit a resume and cover letter online at Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. Review of applications will begin immediately and will continue until the position is filled.

To find information about job group and level (JGL) follow this link.