Academic Affairs Coordinator Job Toms River area,New Jersey USA,Administrative/Clerical

The Academic Affairs Coordinator will play a crucial role in ensuring the effective operation of administrative functions within the unit and across Ocean County College. This position requires a dynamic individual with exceptional organizational skills, attention to detail, and proficiency in administrative software and technology. This position performs a variety of confidential office and student, faculty, and workforce program support functions that require learning and understanding various in-depth academic and workforce policies, practices, and procedures.

The Academic Affairs Coordinator will also manage office operations and communications, coordinate, oversee, and improve processes, and provide support to the unit to enhance efficiency and equity.

Classification:
Non-Affiliated Administrator

Staff Duration:
Full-Time, 12 months

Responsibilities

Coordinate and support the unit’s administrative processes and daily operations by maintaining established office procedures, coordinating workflow activities, focusing on continuous improvement and innovation through the implementation of streamlined procedures and technology.

Collaborate with faculty and staff to ensure alignment with institutional policies, regulatory standards, and best practices to optimize workflow efficiency and productivity.

Manage and organize office data by gathering, tracking, and maintaining complete and accurate records/files, workforce program documentation, operational data, calendars, databases, and other departmental records to support reporting, compliance, and departmental operations.

Execute various confidential office and student/faculty, and workforce program support tasks, utilizing a comprehensive understanding of academic policies, practices, and procedures to appropriately resolve or elevate student inquiries and situations to relevant parties.

Coordinate scheduling and support for various faculty-related processes, such as syllabi review, and the observation and evaluation process.

Oversee and coordinate all unit-wide communications, handling incoming communications via phone, mail, email, and in-person visits, providing prompt and professional, customer-focused assistance to students, faculty, staff, employers, community partners, and other internal and external stakeholders.

Coordinate the scheduling and logistics for designated meetings, appointments, and events for the unit and Dean, including arranging room reservations and set up, aligning stakeholder schedules, and ensuring efficient use of time and resources.

Oversee note taking during meetings, compile action items, and facilitate follow-up communications to ensure timely execution of decisions and tasks.

Manage updates of the unit's website content, ensuring accuracy, relevance, and consistency with the college's branding and messaging.

Process requisitions, book orders, work order requests, payment requests, travel, office and classroom supply inventory and ordering, payroll as needed, and all other purchasing processes, ensuring compliance with budgetary guidelines and procurement policies.

Assist administrative processes by creating, maintaining, and organizing workforce program documentation, student records, experiential learning documentation, agreements, compliance records, credential documentation, student outcome information, and other records necessary to support departmental operations and institutional reporting requirements.

Support special projects, initiatives, and events assigned by the Dean or designee, utilizing technology and administrative systems to improve operations and achieve departmental goals.

Other duties as assigned.

Qualifications

Associate’s degree in a related field or additional two years equivalent experience.

One year of professional experience in higher education; OR three years of responsible administrative experience in a related field.

Bachelor's degree in a related field or equivalent experience.
Administrative experience at a Community College.
Bilingual in Spanish and English.

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