Academic Office Manager

Academic Office Manager

Position Title
- Academic Office Manager

Position Type
- Staff

Department - HUMANITIES, EGL, AND SOCL SCI

FLSA
- Non-Exempt

Union/Non Union
- Non Union

Full Time or Part Time
- Full Time

Grade - 9

Salary Range - $44,090-$48,499/Annually

Job Description Summary
- Responsible for performing complex, confidential and diversified secretarial duties in support of faculty, staff, students and the college community.

Minimum Qualifications - EDUCATIONANDEXPERIENCE High school diploma, GED, or equivalent required. Five years of related experience or required course work/certification and/or specialized skills/training. At least one year of college preferred.

Criteria
- The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application.

Please ensure that your documents address the criteria listed below for this position.

Essential Duties

• Performs administrative and secretarial duties with minimal supervision for the Humanities, English and Social Sciences Division.
• Provides support as necessary in the absence of the Executive Associate to the Dean of Humanities, English, and Social Sciences.
• Assists the Executive Associate to the Dean of the Humanities, English, and Social Sciences Division with faculty contract creation and processing, preparation of departmental faculty appointment sheets for the Dean's or designee's approval and signature, and timekeeping as needed.
• Assists Associate Dean with special divisional reports.
• Attends division office staff meetings.
• Assists with interviewing applicants for vacant support staff positions within the Humanities, English, and Social Science Division. Places calls for reference checks as needed.
• Coordinates and maintains budget processes, i.e.: purchase requests, blanket purchase agreements, and current balances, for the Humanities, English, and Social Sciences Division.
• Coordinates division activities and events.
• Meets with potential or current students to provide information about division programs, policies, procedures, and requirements.
• Schedules and maintains meetings and appointments for the dean, associate dean, and assistant deans as needed.
• Resolves/screens student issues directed to the dean's office (e.g., 4th attempts, grade discrepancies/ appeals, registration via colleague).
• Maintains knowledge of current policies, procedures and systems to ensure timely, effective and efficient operation within the division office.
• Prepares divisional, departmental and programmatic reports, including monthly reports, activity and enrollment statistics and staffing reports.
• Establishes and maintains a variety of correspondence, administrative and student files.
• Maintains confidentiality and processes reports, correspondence, and requests for information from internal and external customers.
• Maintains office filing systems for correspondence, records, and other materials.
• Answers, screens, and records/forwards accurate messages, and provides general information via telephone.
• Handles telephone inquiries from students and staff and follows- up in a timely manner.
• Processes incoming and outgoing mail for the Humanities, English, and Social Sciences Division.
• Takes and transcribes minutes from Humanities, English, and Social Sciences Division meetings.
• Maintains office supplies and office equipment, troubleshoots office equipment problems, notifies appropriate service personnel regarding repairs or replacements: researches information on new equipment purchases.
• Maintains and updates all Humanities, English, and Social Sciences Division website information and social media platforms.
• Performs other related duties as assigned.

Knowledge,

Skills and Abilities

• Demonstrated ability to coordinate and manage projects and meet deadlines;
• Proven interpersonal, communication (oral and written), and customer service skills;
• Demonstrated ability to use of relational databases, spreadsheets, web browsers, word processing, presentation software, financial systems, student systems, human resource information systems;
• Ability to achieve a high degree of accuracy with great attention to detail;
• Ability to maintain confidentiality;
• Ability to work with a diverse…