Administrative Assistant - Mathematics​/Forestry

Administrative Assistant
- Mathematics/Forestry

Position Title Administrative Assistant
- Mathematics/Forestry

General Functions

• The Administrative Assistant provides a wide range of administrative support services for the department chair, faculty members, and instructional program of the Mathematics and Forestry department. They competently apply advanced skills in organization, technology, interpersonal communication, record keeping, information retrieval, strategic planning, and problem solving, and oversee the department budget.
• Coordinate, enter, and proof annual and adjusted quarterly class schedules, appropriate classroom assignments, and footnotes, including off-campus and online courses, by College deadlines; assist in planning and revising schedule and staffing through analysis of relevant factors such as enrollment patterns and contracted faculty loads.
• Monitor and maintain security, equipment, furniture, and supplies of classrooms and offices, including tracking and anticipating needs and preparing requests for capital, technology, furniture, and supplies needed to support effective instruction at optimal capacity.
• Serve as front desk coordinator and first point of contact for students, applying effective communication skills in multiple modes, as well as accurate departmental College knowledge, needed to address promptly or redirect appropriately all internal and external queries, concerns, and comments. Frontline duties include early and frequent monitoring of daily email and voicemail messages from departmental faculty requesting that their day’s classes and office hours be canceled due to the onset of illness or other unanticipated reasons.
• Exercise and maintain proficiency in using current College computer-based software applications (e.g., Microsoft Office, Banner, Resource 25, Outlook, textbook adoption software) and other technologies to perform essential departmental administrative support functions.
• Prepare and process faculty Notices of Appointment and full‑time faculty quarterly load sheets by College deadlines; completing these tasks entails tracking and maintaining accurate spreadsheets detailing faculty loads for scheduled program courses and approved non‑teaching assignments, part‑time faculty and full‑time faculty overload pay rates, and accounts to be charged.
• Prepare and process paperwork to hire student assistants, irregular wage, and work‑study students. Train, assign tasks, and oversee these workers in cooperation with the supervising faculty members.
• Prepare and process confidential student evaluations assigned each quarter as required by annual faculty evaluation schedules and COCC instructional administrative practices. Confirm schedule of evaluation with individual instructors.
• Maintain appropriate records for the department’s faculty, staff, and student workers.
• Promote effective internal and external communication for departmental programs through use of email, Outlook public folders, contacts with media, printed flyers or posters, and changes submitted to department Web pages.
• Assist in creating the agenda for, attend, and take notes during department meetings.

• Solicit and process textbook orders for scheduled courses each quarter, track receipt and maintain records of departmental textbook orders submitted, and initiate reminders to faculty whose orders have not been submitted by COCC Bookstore deadlines.
• Prepare and process fiscal and/or administrative paperwork (e.g., check requests, purchase orders, independent contractor agreements, travel authorizations, time sheets and travel expense forms) for authorized dispersal of departmental funds; monitor expenditures in cost centers at regular intervals to promote responsible budget management.
• Maintain and track math department and forestry program budgets to assist the Math Department Chair and Forestry Program Director.

• Work with Math Department Chair to set up online course midterm and final proctoring sessions. Coordinate logistics with faculty and monitor student sign‑ups on Sign‑Up Genius.
• Coordinate, organize, and…