Academic Affairs Support Specialist

Primary Responsibilities

• Aid full-time and adjunct instructors in accessing materials and resources.
• Procure relevant items for programs and maintain records consistent with accreditation standards.
• Provide general administrative support for assigned academic schools.
• Complete course building within College platforms for each academic term.
• Update completion guides as needed.
• Assist deans in reviewing course syllabi according to institutional and statewide standards.
• Affiliate with program chairs in Advisory Board meetings, ensuring compliance and implementing feedback.
• Reserve space and submit facilities requests for events hosted by academic programs.
• Ensure events are added to campus calendar.
• Affiliate with student outreach and engagement to facilitate student retention and completion.
• Affiliate with event management for orientation and engagement activities.
• Maintain presence at events for hands-on support.
• Affiliate with scheduling in-class advising sessions.
• Generate and send communications, such as dean’s list acknowledgments, to students on behalf of assigned deans.
• Affiliate with direct communication with students in assigned programs to schedule advising or refer to campus-based support services.
• Generate reports on campus platforms as requested.
• Collect, track, and maintain required accreditation documentation such as syllabi, block schedules, and relevant student records.
• Create and send faculty kudos and achievement acknowledgements to faculty on behalf of deans or Assistant Vice Chancellor for Academic Affairs.
• Affiliate with managing and maintaining individual school and program budgets, with basic knowledge of accounting and purchasing standards.
• Maintain compliance with College purchasing policies through procurement card utilization.
• Affiliate with ensuring faculty workrooms and classrooms are stocked with necessary supplies.
• Coordinate with IT and Facilities to ensure classrooms are maintained and ready for the start of each academic term.
• Attend department, committee, and relevant faculty or campus meetings.
• Affiliate with school onboarding of new faculty and staff; collaborate with hiring managers and Human Resources to ensure the completion of all necessary training for new employees.
• Conduct all activities within the established guidelines of the Family Educational Rights and Privacy Act (FERPA).

Minimum Qualifications

• Associate’s degree required, bachelor’s degree preferred, with two years of related experience or training.
• Demonstrated competence with Microsoft Office Suite.
• Must have excellent oral and written communication skills.
• Must have basic knowledge of accounting, purchasing, and invoicing standards.
• Must be detail-oriented and conscientious.
• Must be able to maintain confidentiality.

Benefits

• Health & Wellness
• Dental plan with no-cost preventive services and coverage for orthodontia
• Vision plan with low-cost exams and allowances for glasses or contact lenses
• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
• Wellness program with opportunities to earn $250 in Wellness Rewards
• Flexible Spending Accounts for healthcare (limited purpose) and dependent care
• Retirement & Financial Security
• 10% employer retirement contribution, fully vested after two years
• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
• Short-term and long-term disability benefits
• Fee remission for employees, spouses, and dependent children
• Tuition assistance for undergraduate, graduate, and doctoral programs
• Paid professional development opportunities
• Work-life balance
• Generous paid time off, including vacation, sick leave, holidays, and winter recess
• Flexible work arrangements where available
• Paid childbirth recovery leave (8 weeks)
• Paid parental leave (4 weeks)
• Additional Perks
• Eligibility for Public Service Loan Forgiveness
• Additional discounts on gym memberships, transportation, and various retail services