Academic Department Management Support

Employment Summary

The Academic Affairs department at Whittier College is seeking an Academic Department Management Support.

The position provides administrative support for the Academic Deans, helps manage budgets for academic departments, provides support for key operations in academic affairs, assists in the management of key functions in academic departments and oversees student workers.

Hours: Monday-Friday
Exempt Status: Non-exempt
Full Time/Part Time status: Full time
Salary Range: $-$ per hour; salary will commensurate with experience, skills, and knowledge.
Reports to: Dean of Faculty
Location/Department: Whittier College / Academic Affairs

• Understand FERPA regulations and maintain confidentiality of student records.
• Maintain confidentiality when instructed by Academic Dean
• Adhere to academic and budgetary policies
• Uphold Whittier’s commitment to equity and inclusion
• Support student success

• Budget management (1100 ORGNs) for relevant academic departments/programs:
  Maintain subledger; reconcile monthly. Provide Dean of Faculty with monthly budget reports. As needed, order supplies; as needed, work with accounting on purchase orders; obtain appropriate authorization for purchases.

• Understand, explain and enforce college policies, including but not limited to:
  Compliance with college spending policies, Compliance with general academic policies and procedures. Assist Deans with updating policy and effective communication to faculty and other campus departments. Maintain current FAQ’s and contacts to facilitate rapid response to questions and correct routing of requests. As needed assist with reports, grant management, and special st Academic Deans with the generation of academic course schedule.
• Assist Academic Deans with the generation of academic course schedule:
  Aggregate course information, Enter course information into spreadsheet, Assist Deans in communication with faculty members.
• Assist relevant academic departments/programs with:
  Searches, Assessment logistics, Administrative requests, Facilities requests, Building needs/issues, Assist with orientation for new faculty, Assist with events (field trips, speakers, etc.), Work orders with facilities, Requisition s for new keys from Campus Safety.
• Manage and train student workers:
  Track student hours and job performance. Student workers should be responsible for:
  Photocopying, Scanning documents, Greeter in buildings; answer basic questions (FAQ’s), Answer phone and appropriately direct calls, Assist department manager with other tasks as appropriate and as assigned.
• Other expectations:
  Regular training regarding key skills/areas, Excel, Microsoft Word, Relevant Argos and Banner programs/tools, Other tools as needed, Title IX, College policies and initiatives.
• And “other duties as assigned” by the Deans or VPAA.

• Grading student work
• Generating homework/quiz/test keys
• Maintaining faculty grade books/entering grades
• Personal errands for faculty/administrators
• Proctoring exams; etc.
• Lab/room set up; etc.

None identified at this time.

Previous

Experience:

Minimum of five years of clerical and office administration experience to include budget management. Experience working in a college or university setting and/or with a student programs preferred. Supervisory experience preferred.

Knowledge and

Education:

Undergraduate degree or equivalent experience is preferred. Skill in written communication and the knowledge of English grammar, spelling, and punctuation to include the ability to maintain attention to detail, i.e. proofreading and editing. Basic mathematics. Ability to manage time effectively and set priorities, maintain regular office hours, plus occasionally work after hours and weekends. Ability to organize, track, and monitor several projects simultaneously.

Ability to establish methods to gather, collate, and classify information, and to maintain accurate records. Ability to maintain confidentially at all times. Knowledge in Excel, Microsoft Word, and Outlook