Academic Affairs Associate - Information Technology

Classification

Regular

Minimum Pay

$23.55

Compensation will be commensurate with the level of the position, education, and experience.

JOB DESCRIPTION SUMMARY

The Academic Affairs Associate is a critical team member in coordinating efficient operations of the Dean of Information Technology Office. This position analyzes and interprets problems to provide an avenue for most appropriate resolution and assists the Dean to best serve students, faculty, staff and the community at the College.

We are seeking a highly organized administrative support professional with excellent interpersonal and communication skills to join our team! If this is you, apply today!

This announcement is live through August 19th, 2026 at 11:59pm and will no longer be listed as of August 20th, 2026.

ESSENTIAL POSITION FUNCTIONS:

* 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 (Information Technology) 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 (Workday).

* 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…