Academic Administrative Specialist

This position is responsible to provide administrative support ranging from general clerical support to more specialized division/department administrative tasks for the applicable program. It supports the program division chair, program directors, faculty and may provide some support to other areas as well (i.e., records office). It serves as the first point of contact for students, faculty, community partners and others by offering basic assistance/customer service as needed.

This position reports to the division chair.

• Respond to inquiries from students, faculty, community partners and others. Explain policies, provide direction, answer questions, and resolve problems independently when feasible. May act as liaison between divisions/departments within the College and also outside partners.
• Prepare internal and external correspondence and/or documents including electronic versions as well as any other department related communications to support the assigned area and staff.
• Maintain inventory for office forms, supplies, instructional supplies for assigned areas, order supplies, and maintain assigned filing systems.
• Work with vendors and/or make purchases using College purchasing card or Unimarket as required.
• Maintain budget records and reconciliation of monthly purchasing card expenditures.
• Maintain/track requested and assigned file systems, files, records and related databases, reports on students and/or faculty in designated courses, internship programs etc.
• Generate and disseminate reports and correspondence to appropriate entities.
• Provide support for division/department research, grant, travel, or accounting related activities.
• May oversee temporary staff or student aides; or train new employees/students on administrative processes, use of area equipment, or use of software.
• Assist with the hiring and onboarding of adjunct faculty or other designated employees by ensuring new hire paperwork is collected and complete, provide required forms to new hire and certify the I-9 form within 3 days of hire.
• Maintain confidentiality of select documents and personnel information.
• Prepare and process faculty contracts, stipends and workload documents as required.
• Record payroll data, meeting payroll deadlines and ensure release time is entered into College database.
• Assist in gathering information for special projects, surveys, state reports, accreditation activities (outcome data, program survey materials), department equipment, and program or department development.
• Perform mail merges, develop spreadsheets, create flyers, or slide presentations, communicate, or disseminate information on division/department events.
• Assist with planning, organizing, scheduling of rooms through College system, arrange catering, for various events as assigned (i.e., program completion ceremony etc.).
• Maintain department calendar, schedules, room assignments, and appointments for assigned staff.
• Assist with processing of program licensing exams if applicable.
• Record minutes, when requested, for the internal Division meetings and any Division-related meetings.
• Coordinate maintenance of division/department equipment to ensure good working order.
• Performs other duties as assigned.

• High school diploma or equivalent and five years of full-time administrative support experience
• Proficiency with Microsoft Office products (Word, Excel, and PowerPoint) and designated College related software system in a Windows environment
• Strong written and oral communication skills
• Must be positive, cooperative, and supportive

• Associate degree in related field and three years of full-time administrative support experience
• Microsoft Office Certification and/or Office Technology Certificate
• Experience with Ellucian Colleague, Adobe Acrobat, Unimarket, and/or LMS such as Canvas
• Experience in Higher Education

SALARY INFORMATION: This full-time position will be placed on the College 12-month employee Non-Exempt Staff salary scale at grade
7. Actual salary placement based on qualifications and experience. Position includes an excellent fringe benefits package. PHYSICAL DEMANDS: The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Hear/talk/communicate – Must be able to exchange information and communicate
• Visual Acuity - Ability to perceive or detect surroundings
• Mental Acuity – Able to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e., keyboarding)
• Stand/sit/walk/able to move or traverse from one area to another