Administrative Specialist, Salt Lake Technical College, ESL

The Administrative Specialist for English as a Second Language (ESL) supports the Associate Dean of the ESL program, working closely with the Associate Dean, faculty and staff to ensure the office functions smoothly, efficiently, and professionally.

• Approve and submit timesheets for adjunct faculty, including reminders for time entry and ensuring correct allocation of teaching and training hours.
• Create and update custom timesheet templates for tracking teaching and prep hours for 35+ adjunct instructors.
• Schedule, reschedule, and manage meetings; record and distribute meeting minutes.
• Maintain digital and physical organization systems for faculty folders, student files, and curriculum resources.
• Utilize various software systems, including Banner, Etrieve, Adobe, Canvas, Microsoft Office Suite, and email platforms to efficiently manage administrative tasks, maintain records, and support departmental operations.
• Interpret and adhere to college policies and procedures in the execution of daily responsibilities, ensuring institutional compliance and consistent support of academic and administrative processes.
• Manages the scheduling and registration process in collaboration with industry partners to deliver off-site classes.

• Provide in-person, phone, and text-based assistance to students regarding ESL offerings, registration, general applications, placement testing, scholarships, and college resources (e.g., child care, jobs, Bruin Pantry).
• Administer placement tests in person, over the phone, and in collaboration with advisors remotely; set up labs for placement testing.
• Conduct enrollment overrides and exceptions (e.g., drops, late adds, section changes) for students, advisors, and faculty.
• Assist with open house and registration events at multiple campuses.

• Serve as primary point of contact for 35+ adjunct instructors; distribute curriculum updates, teaching assignments, sub coordination, and materials.
• Assist with on-boarding and training of new hires, including classroom access, time entry, parking permits, and instructional resources.
• Draft and send program-wide communications, including urgent updates, scheduling changes, and meeting reminders.
• Develop and conduct surveys to gather feedback on class preferences, schedules, and locations.

• Update and prepare master syllabi each semester, including date alignment, lesson revisions, and assignment updates.
• Collaborate with eLearning and Canvas support to update and troubleshoot curriculum modules, link errors, and ADA compliance issues.
• Import Canvas courses and update Syllabi every semester.
• Support faculty in handling challenging classroom scenarios, student conduct, and attendance issues.
• Deliver and organize textbooks and teaching materials for all faculty; oversee textbook purchasing, inventory, and labeling.

• Coordinate lab usage and laptop cart scheduling each semester by working with the Scheduling Office.
• Ensure Canvas course shells are correctly structured with updated tests, assignments, and access permissions.
• Collaborate with Testing Services to align exams with accommodation and audio policies.

• Assist with student orientation, Canvas tutorials, and scholarship setup.
• Promote ESL classes through flyers, social media, registration reminders, and campus events.
• Support international students by verifying credit requirements and coordinating with the International Office.

• Organize Certificate Ceremonies, including room reservations, printing certificates, preparing agendas, coordinating food/decor, and working with donors.
• Coordinate student observers or volunteers from outside institutions for class visits and accreditation requirements.
• Assist with department-wide projects including scanning, uploading curriculum, and compiling data for strategic planning.

• Manage textbook and instructional material purchasing from third-party vendors (e.g., Cambridge, Cengage).
• Maintain inventory of department computers and laptops, collaborating with IT for updates and repairs.
• Submit purchase requests and complete purchasing reports for classroom and office needs.

• Work with advisors, admissions, testing, the Registrar's Office, and International Office to guide students through all steps of enrollment.
• Coordinate with Scheduling to reserve classrooms and labs.
• Develop new registration processes in collaboration with Registrar's Office and advising.
• Serve as liaison for troubleshooting and problem-solving across college departments to support student success.

• Participate on hiring committees for adjuncts and part-time staff: prepare interview questions, set up interviews, contact applicants, and verify references.
• Coordinate teacher availability and class preferences to create semester…