Academic Affairs Associate

Classification Regular Minimum Pay $23.55 Compensation will be commensurate with the level of the position, education, and experience.

Announcement is active through 5/31/26 at 11:59pm and will no longer be listed as of 6/1/26.

• Manages the daily operations of the academic dean office.
• Functions as the operational contact for communications with the Academic Affairs Office on projects and timelines to maintain the overall coordination and management of Academic Affairs.
• Monitors the budget, creates, processes and tracks purchase requisitions and travel authorizations.
• Purchases office supplies for dean’s office, faculty, staff and classrooms.
• Purchases software and equipment for faculty and discipline- (program area) specific classrooms.
• Purchases instructor resources.
• Processes reimbursement vouchers.
• Responsible for department P-Card purchases and reconciliation of monthly purchases.
• Guides and supports full- and part-time faculty with faculty contracts, scheduling of classes, and the management, updating, and distribution of appropriate course materials, including but not limited to course outlines, syllabi, and books.
• Reviews quarterly and annual faculty loads for full- and part-time faculty.
• Monitors, analyzes, troubleshoots and reports irregularities to dean.
• Collaborates with dean of exceptions needed.
• Creates and edits class schedule from annual roll-over.
• Distributes annual schedule to full- and part-time faculty.
• Receives class assignment requests and assigns faculty to classes appropriately.
• Processes and distributes quarterly staffing letters for faculty to review and confirm their quarterly class assignments.
• Coordinates annual catalog revisions with faculty collaboration.
• Updates course outlines on website accordingly.
• Collaborates with community agencies on grant-supported projects and programs, service learning projects, and program promotions.
• Designs and edits program and discipline (program area) web pages, staff share, and Sharepoint with dean and faculty.
• Produces and processes multiple written documents for daily operations of the academic dean area.
• Researches and compiles information needed for reports and projects the dean is presenting.
• Compiles quarterly book orders for academic department to the bookstore.
• Researches and resolves any issues with publishers, faculty, and bookstores.
• Maintains and orders desk copies and instructor ancillaries.
• Coordinates the evaluation of instruction and actively participates in the decision-making for determining related processes, including student feedback forms, full- time annual evaluations and part-time observations.
• Procures substitutes for classes.
• Processes and tracks contract pay adjustment, substitute faculty authorization forms, and annual leave forms for full- and part-time faculty.
• Informs students and other personnel about canceled classes or instructor(s) late arrival when necessary.
• Enters quarterly non teaching contracts for full- and part-time faculty.
• Receives, processes and tracks adjunct timecards, and part-time pay forms.
• Acts as backup approver for the dean on electronic timecard system (KRONOS).
• Reviews quarterly syllabi and faculty schedules for academic area to ensure that all requirements are met.
• Advises and counsels faculty and students with academic concerns.
• Evaluates student complaints and issues through problem-solving techniques to determine appropriate avenue for resolution.
• Uses Microsoft One Note to track student issues.
• Works with Secondary Partnerships to schedule classes and assign instructors.
• Reviews and processes quarterly dean scholarships, handles communication to the applicants and student accounts.
• Provides a broad array of administrative support for the dean.
• Independently assesses, prioritizes, and coordinates work to meet various instructional and program needs with various deadlines.
• Schedules appointments and meetings for dean and academic department.
• Coordinates events and special projects planning for academic area.
• Handles communications, arranges meetings, and prepares advisory committee meeting minutes.
• Completes facility and resource requests needed to secure rooms and equipment for meetings and events.
• Schedules and maintains program-specific classrooms.
• Coordinates with IDS (Instructional Design Services) for IT (Information Technology) classroom and event needs.
• Receives and manages adjunct faculty applications via Human Resources website for the academic area.
• Schedules interviews and processes appropriate new employee paperwork for full- and part-time instructors.
• Prepares brochures and flyers.
• Coordinates with Marketing for program brochures to promote programs.
• Trains and supervises work-study students or part-time temps.
• Manages child abuse registry background checks for academic disciplines, when applicable.
• Consistently and dependably attends work, activities, and functions as scheduled or assigned.

• Knowledge of College-supported software and computer systems.
• Knowledge of…