Academic Office Manager - School of Arts and Humanities

Job Title

Academic Office Manager - School of Arts and Humanities

AS954P

$30.21 - $33.23 hourly

Support

This position reports to the Associate Vice President/Dean of Arts and Humanities and provides administrative and customer support services to FCC faculty, staff, and students and to the public on behalf of assigned disciplines within the School of Arts and Humanities. The position manages the daily academic office support functions relative to the assigned school, in cooperation and association with the leadership and guidance of the Executive Associate to the Provost/Vice President for Teaching, Learning, and Student Success.

The Academic Office Manager has the ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace.

• Utilize People Soft Campus Solutions to input and monitor course schedules, instructor assignments, and run queries for requested departmental reports, research and analysis.
• Utilize the People Soft Financial system for all procurement related functions involving departmental, restricted, and grant funds. Prepare budget transfers and initiate requests for journal entry corrections when appropriate. Ensure successful completion of services related to purchases, services and repairs. Support the AVP/Dean in monitoring department and grant budget data. Recommend departmental budget reallocations in preparation for annual budget development. Perform duties as appropriate if assigned as Manager Backup for escalated procurement documents.
• Support the AVP/Dean in the handling/submission absence reports, time reporting documents, and other HR related functions within the department. Collaborate with the AVP/Dean to ensure the collection of required documentation is accurate and complete for submission to HR and payroll, as it relates to the recruitment and hiring of faculty and staff. Orient new faculty and staff to department specific business practices.
• Serve as a disciplinary first point of contact and liaison for faculty, staff, and students. Maintain open and timely communication between all parties. Coordinate and/or process faculty requests for classroom-related equipment and materials. Utilize 25
  
  Live scheduling software.
• Provide extensive customer support to a diverse population of faculty, staff, administrators, students and external clientele. Exercise discretion, confidentiality and sound judgement in all matters.
• Interpret and adhere to academic policies and procedures, administrative business processes, and FERPA regulations.
• Serve on college-wide committees/task forces/planning groups. Attend meetings and disseminate information as appropriate.
• Create and maintain academic office specific protocols. Provide backup office coverage for other departments as needed.
• Maintain document storage and retrieval systems.
• Monitor textbook adoption process.
• Assist the Arts Center Director and relevant faculty and administrators in the handling of payments for performers and presenters, reception arrangements, box office personnel, equipment rentals, visual displays, marketing materials and program information.
• Collaborate with Continuing Education and Workforce Development administrators and support staff to coordinate all co-listed courses, including enrollments, cancellations, course materials, advertising, special events, concerts and outside presenters.
• Assist the Music faculty lead in coordinating applied music lessons schedules, purchase of music equipment and materials, payment for repertoire classes, music juries, faculty performances, scheduling of ensembles and, end of semester concert receptions, including paper supplies.
• Monitor multiple grant-funded and special budgets for the Theater, Gallery, and Music departments. Make recommendations for budget transfers as needed. Coordinate and disseminate data for Shield’s Scholarship student awards, ensure gate receipt and framing order monies are deposited and moved into the proper accounts for payment to guest artists and student award winners.
• Perform other…