Academic Administrative Assistant

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Business, Comm, Arts OAPSE Hourly OAPSE-FT Fremont, OH, US

2 days ago Requisition

The Academic Administrative Assistant provides support for the Academic Dean, full time and adjunct faculty, Program Directors and Coordinators, skills laboratory personnel and students. The Academic Administrative Assistant also maintains student and divisional records and performs office duties in a professional manner.

• Processes a large volume of purchase requisitions, open P.O.’s and direct pays. Track departmental purchases and maintain supporting documentation to facilitate budget planning, reporting, and budget request submissions.
• Generates and maintains semester assignment sheets for full-time and part-time instructors, ensures accurate credit and contact hour adjustments, maintains related documentation in designated divisional folders, and distributes finalized assignment information and supporting materials to adjunct and full-time faculty.
• Prepares and calculates payroll worksheets every semester for adjunct faculty on the spreadsheet template including, independent study and overload pay for full-time instructors.
• Provides administrative support with the faculty hiring process, including scheduling interviews, maintaining and updating electronic files and hiring records in appropriate divisional repositories, tracking required documentation, and supporting onboarding activities for full-time, adjunct, and College Credit Plus (CCP) instructors.
• Enters and maintains data in the Student Information System pertaining to semester class schedules, class cancellations, posts class cancellations on Terra State’s website.
• Provides administrative support for the faculty syllabus process, including distributing reminders, reviewing submissions for required information and Senate Bill 1 requirements, maintaining syllabus documentation, routing submissions to the Dean for final approval, and providing digital copies upon request.
• Assists the Academic Deans with planning and coordinating division-sponsored events, including Advisory Board meetings, Welcome Back Week(s), community outreach activities, and special events; record and maintain meeting minutes and supporting documentation; ensure records are organized and maintained in appropriate divisional folders; and distribute relevant materials, communications, and resources to faculty, staff, and external partners.
• Reviews textbook adoptions through the eCampus FAST system and coordinate with the eCampus textbook coordinator to support both part-time and full-time instructors. This includes communication of schedule changes to faculty and eCampus textbook coordinator to ensure all textbooks are adopted as required.
• Refers students to the appropriate faculty or staff for advising and counseling. Interacts with student on behalf of the division.
• Provides administrative support for the division, including scheduling appointments, room reservations, preparation and distribution of materials, creation of statistical data, and maintenance of divisional records. Supports faculty with accreditation and program review activities, including site visits, self-studies, documentation, and instructional supplies.
• Prepares, documents, and maintains official minutes for institutional committees, including but not limited to, CASA, Assessment, and Academic Affairs Division Meetings, as well as program advisory committees; and maintains accurate, organized, and properly archived advisory membership records and related documentation.
• Assists with administrative tasks related to reviewing, updating, and maintaining College Catalog content for the Academic Division programs or concentrations.
• Serves as a central point of contact for divisional communications by answering and routing calls, creating and distributing mass communications, maintaining documentation and records, and assisting the Academic Dean with faculty outreach related to required College processes, reporting deadlines, scheduling changes, class cancellations, attendance verification, grade submissions, and other administrative needs.
• Completes other duties assigned.

• Associate’s Degree in Office Administration or equivalent from a two-year college or technical school…