Part-Time Department Assistant-Field Based Learning - St. John's University

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:

St. John’s College - Department of Core Studies

Specific Job Title:

Part-Time Department Assistant Field Based Learning

Reports to:

Department Chair or designee

Campus:

Queens

Job Summary:

Reporting to the Department of Core Studies Chair, this position assists with several crucial aspects of field-based experiential learning connected with First Year Seminar, a required course in the undergraduate curriculum. This position is responsible for implementing the University’s significant commitment to a high impact practice for all undergraduate students through working with faculty and cultural institutions in the New York City area to provide hands-on learning experiences.

This position assists in the recruiting, hiring, training, and supervision of two peer leader coordinators and 30 to 40 undergraduate peer leaders who travel with students to and from cultural institutions and assist faculty during learning excursions and in making these arrangements for approximately 180 site visits each semester.

This position also assists with the practical aspects of field-based learning for approximately 1,500 undergraduates each semester andrepresents St. John’s University through regular contact with liaisons at well-known institutions such as Ellis Island, the Tenement Museum, the Metropolitan Museum, and the African American Burial Ground.

Essential Functions:

Administration of Program:

• Maintain professional relationships with the University community, including faculty, administrators, staff, and students.

• Assist department leadership to ensure field-based learning requests align appropriately with curriculum.

• Coordinate and manage some logistics for approximately 180 field-based learning excursions per semester.

• Maintain relationships with cultural institutions appropriate to First Year Seminar.

• Oversee field-based learning events, including arrangements with speakers, acquisition of tickets, booking transportation, reserving rooms (on campus), and similar activities.

• Manage and process invoices and receipts for prompt and accurate payments to cultural institutions as needed.

• Direct and approve approximately 40 timecards biweekly for the peer leader coordinators and peer leaders.

• Serve as weekend “on call” support in case something needs to be escalated past the peer coordinators on weekends.

• Guide communication of all details of events to faculty, including a detailed itinerary.

• Supervise the assignment of Peer Leaders on field-based learning excursions.

• Troubleshoot issues as needed on weekends.

• Perform additional responsibilities as needed. 

Budget and Resource Management:

• Oversee budget, track expenditures, process payments and purchase orders, and manage office P-card expenses.

• Maintain detailed expense records and create financial reports.

• Forecast budget per student based on enrollment.

• Communicate budget per student to department leadership and First Year Seminar faculty.

Competencies:

• Adaptive leadership and strong collaboration skills with multiple constituencies.

• Abilityto create administrative structures and adjust structures responsively.

• Excellent verbal and written communication skills.

• Demonstrated ability to handle confidential information with discretion and professionalism.  

• Readiness to work well independently, prioritize work for self and others effectively, and seek support when appropriate. 

• Creative and efficient thinking.

• Capability to provide empathetic and responsive support to students and faculty members, offering assistance and guidance to address concerns, navigate challenges, and promote well-being.

• Demonstrated commitment to the Mission of the University and to DEI (diversity, equity, and inclusion)and a demonstrated understanding of how to support these values in a higher education context.

• Proficiency in office productivity software related to Office 365 (OneDrive, Teams, Excel, Word, Outlook) and Ellucian-Banner.

Work Environment:

This position operates in a professional office environment on the St. John’s University Queens campus.

Position Type/Expected Hours of Work:

This is a part-time, in-person position.Part-time hours are to be defined within university hours based on need with Wednesdays being required workdays when classes are in session.University days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m.Some limited weekend availability may be necessary.

Education and Experience:

• Bachelor’s Degree preferred.

• 1-3 years’ experience working with faculty and students strongly preferred.

• Previous experience in administration, preferably in an academic or university setting.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities 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 hourly salary for this position is $20. 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.