Academic Affairs Office Coordinator

This position independently manages, coordinates, and performs confidential and administrative support for the office of Vice President of Academic Affairs ( VPAA ) representing the division with a high level of professionalism, tact, and diplomacy. In addition, this position leads, mentors, and trains classified instructional staff supporting the instructional deans and academic departments.

Essential Duties and Responsibilities

• Manage the office of the VPAA and provide full administrative support, as needed, to the Instructional Deans and instructional departments.
• Research, analyze, and summarize data needed for communication among departments.
• Act on a regular and continuous basis in a confidential capacity handling complaints and problems of critical public relations nature. External and internal contacts are frequent, wide ranging, and vary significantly in complexity. In both cases, demonstrated qualities of diplomacy and tact are needed when dealing with diverse groups from within and outside the organization.
• Responsible for gathering information needed to respond to requests for information (RFI’s) for collective bargaining units.
• Manage financial transactions, record keeping, and instructional technology needs for the VPAA’s office.
• Manage professional development processes and payments for faculty in collaboration with the Professional Instructional Review Team ( PIRT ).
• Participate as a member of the Academic Affairs Administrative Team, providing coordination, leadership, and support for instructional specialists and other team members.
• Support various events and initiatives out of Academic Affairs, such as Chairmoot and chair and program director work days, Department and Program Review processes, Education Pathways, faculty Convocation, and other special events.
• Prepare, update, and distribute budget-related reports and monitor budgets for instructional departments, VPAA , Instructional Deans, and non-general fund accounts associated with instruction. Coordinate budget request process and manage entry of approved requests in the online system.
• Process and maintain records of Articulation Agreements and MOUs with higher education partners.
• Maintain and update Academic Affairs web pages and forms.

• Provide leadership, support, and training for instructional specialists, department administrative assistants, and functional analysts in systems and procedures related to faculty compensation.
• Maintain and manage the master course fee list, audit sections for correct fees, communicate with instructional departments new fees for upcoming academic year.
• Review and track FT/ ADJ /PT faculty load and coordinate with HR on faculty promotion, tenure tracking, and compensation increases.
• Assist with the processing/management of grant documentation as assigned.

• Lead the team of instructional specialists and administrative assistants to implement/improve systems and processes.
• Organize, schedule, and lead regular meetings and training sessions for instructional support staff members.

• Serve on hiring committees when needed.
• Serve on college committees.
• Performs other essential functions as assigned that support the overall objective of the position.

Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Ability to lead teams of classified staff, working as a positive team member to solve problems and achieve goals.
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Exceptional technical, organizational, and personal skills, including problem-solving skills, tested judgment, maturity, and diplomacy in human relations.
• Discretion in handling of confidential information and ability to convey a positive and professional stance for the Vice President of Academic Affairs office.
• Ability to work effectively and positively with a diverse clientele, including College employee groups, supervisors, students, and organizations external to the College.
• Knowledge of budget control, office management, and computers.
• Must be highly skilled in Windows, Microsoft Office products and database software, such as Banner Student Information System, 25
  
  Live Event and Space management software.
• Knowledge and ability to perform mathematical calculations and understand changing regulatory requirements.

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.

Incumbent must be able to function…