Academic Office Manager, School of Technology, Trades, Business, and Hospitality

Academic Office Manager, School of Technology, Trades, Business, and Hospitality Position Summary

Manages daily academic office functions for assigned programs across the School of Technology, Trades, Business, and Hospitality (Accounting, Business, Computer Science, Cybersecurity/IT, Economics, Engineering, and Mathematics). This position reports to the Assistant Dean for the School of Technology, Trades, Business, and Hospitality and works in collaboration with school leadership (AVP/Dean, Assistant Dean), faculty leads, faculty (FT/Adjunct), and students to implement and manage academic and administrative processes for assigned programs.

This role, in coordination with the Assistant Dean and other Academic Office Managers within the school, manages schedules for programs within the school, budgets/purchasing for assigned programs, faculty contracts, and workload reports. The individual must work effectively with diverse constituencies and communicate clearly and effectively with school administration.

• Serve as a primary point of contact for the facilitation and execution of schedules, faculty contracts, payroll, purchasing, budgets, and facilities management for assigned programs.
• Build and maintain course schedules for assigned programs in collaboration with school administration. Ensure classes are scheduled for the correct amount of meeting time, session, and format; assign instructors and pre‑assign rooms. Monitor enrollment status and wait lists and notify faculty leads and Assistant Dean when caps should be raised, new classes added, or existing classes cancelled due to low enrollment.
• Compile and maintain a relational database to include course schedules, historical data, faculty demographics, pay rates, instructor reassignment/banking, and overload credits for assigned programs. Analyze data and create session workload reports for dissemination to relevant stakeholders.
• Develop and review payroll reports for assigned programs. Analyze data for accuracy for use in preparing letters of assignment for full‑time and adjunct faculty listing course assignments and compensation. Provide People Soft reports with final contract data to payroll.
• Manage budgets and reporting for assigned program accounts. Analyze and reallocate funds. Approve escalated procurement documents. Analyze prior‑year budget data and make recommendations for annual budget development in collaboration with the Assistant Dean.
• Manage procurement processes for assigned programs. Track expenses and submit receipts to Finance. Coordinate purchasing for specialized equipment and materials as needed.
• Maintain an in‑depth understanding of assigned programs to work collaboratively with faculty leads and Assistant Dean. Serve as a point of contact for students, faculty, and external stakeholders regarding program‑specific issues, inquiries, course scheduling, and academic support services.
• Create and execute People Soft queries and reports for comprehensive analysis of assigned programs. Verify data and interpret output for use in various reports and summaries for Faculty Leads, Assistant Dean, the AVP/Dean, and other College officials.
• Coordinate with the Assistant Dean and the Bookstore to facilitate book orders for assigned programs, ensuring timely textbook adoption processes and managing specialized publications and materials.
• Create surveys, track responses, compile and analyze data to produce statistical reports for use as supporting data for program review, enrollment trends, and CTE program assessment for assigned programs.
• Assist with hiring faculty and staff for assigned programs. Manage the collection of documentation required for submission to Human Resources and Payroll. Orient new faculty and staff to program‑specific business practices.
• Serve as administrator of Evaluation Kit for assigned programs in conjunction with the Office of Distributed Learning. Coordinate student evaluation processes across diverse program formats and delivery methods.
• Coordinate and/or process faculty requests for classroom‑related equipment and materials for assigned programs. Utilize 25
  
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