Academic Affairs Associate - Skilled Trades & Technical Sciences

Job Description

The Academic Affairs Associate is a critical team member in coordinating efficient operations of the Dean of Skilled Trades and Technical Sciences Office. This position analyzes and interprets problems to provide an avenue for most appropriate resolution and assists the Dean to best serve students, faculty, staff and the community at the College.

Essential Position Functions

• Manages the daily operations of the academic dean office.
• Functions as the operational contact for communications with the Academic Affairs Office on projects and timelines to maintain the overall coordination and management of Academic Affairs.
• Maintains the budget, processes and tracks purchase requisitions and travel authorizations.
• Purchases office supplies, software and equipment for faculty and classrooms.
• Purchases instructor resources.
• Processes reimbursement vouchers.
• Manages department P-Card purchases and reconciles monthly purchases.
• Guides and supports full- and part-time faculty with faculty contracts, scheduling of classes, and the management, updating, and distribution of appropriate course materials.
• Reviews quarterly and annual faculty loads for full- and part-time faculty.
• Maintains and updates course outlines on the website.
• Collaborates with community agencies on grant-supported projects and programs, service learning projects, and program promotions.
• Produces and processes multiple written documents for daily operations of the academic dean area.
• Researches and compiles information needed for reports and projects the dean is presenting.
• Compiles quarterly book orders for academic departments to the bookstore.
• Resolves issues with publishers, faculty, and bookstores.
• Maintains and orders desk copies and instructor ancillaries.
• Coordinates the evaluation of instruction and participates in the decision-making for related processes.
• Procures substitutes for classes.
• Processes and tracks contract pay adjustment, substitute faculty authorization forms, and annual leave forms for full- and part-time faculty.
• Informs students and other personnel about canceled classes or instructor(s) late arrival when necessary.
• Enters quarterly non-teaching contracts for full- and part-time faculty.
• Processes and tracks adjunct timecards and part-time pay forms.
• Acts as backup approver for the dean on the electronic timecard system (KRONOS).
• Reviews quarterly syllabi and faculty schedules for academic area to ensure that all requirements are met.
• Advises and counsels faculty and students with academic concerns.
• Evaluates student complaints and issues through problem-solving techniques to determine appropriate avenues for resolution.
• Uses Microsoft OneNote to track student issues.
• Schedules appointments and meetings for the dean and academic department.
• Coordinates events and special projects planning for the academic area.
• Handles communications, arranges meetings, and prepares advisory committee meeting minutes.
• Schedules and maintains program-specific classrooms.
• Coordinates with IDS (Instructional Design Services) for IT (Information Technology) classroom and event needs.
• Schedules and manages adjunct faculty applications via Human Resources website for the academic area.
• Schedules interviews and processes appropriate new employee paperwork for full- and part-time instructors.
• Prepares brochures and flyers.
• Coordinates with Marketing for program brochures to promote programs.
• Trains and supervises work-study students or part-time temps.
• Manages child abuse registry background checks for academic disciplines, when applicable.
• Consistently and dependably attends work, activities, and functions as scheduled or assigned.

Knowledge, Skills And Abilities

• Knowledge of College-supported software and computer systems.
• Knowledge of budget management.
• Ability to plan, use time management, organizational skills and pay close attention to detail.
• Strong verbal and written communication skills.
• Ability to demonstrate a cooperative, professional demeanor, while maintaining confidentiality.
• Strong multi-tasking and problem-solving skills while working with a variety of clients.
• Ability to work well with minimal supervision in a team-oriented environment.
• Ability to use general office equipment including, but not limited to telephone, computer, copier, scanner and fax machine.
• Ability to effectively work and interact with various cultures and ethnicities.

Minimum Qualifications

• Associate’s Degree.
• Four years of full-time work-related experience.
• Equivalent combination of education and/or work experience considered.
• Valid driver's license and insurability to drive college vehicles is required.
• Must pass a background check.