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POSITION DESCRIPTION

Description:

This position provides administrative support to the area and program coordinators (in Criminal Justice, Emergency Medical Services, Fire Science and Wellness and Fitness – credit programs) and accomplishes the following functions: administrative support to Full and Part-time faculty; management of budget and financial data; area records and forms management; information technology system support such as Colleague data entry and maintenance, textbook ordering, distributive printing; updating various policy manuals and Material Safety Data Sheets, as appropriate; and provide advisory information and assistance to students and others on area programs, course prerequisites and class availability when necessary.

PrincipAL Duties and Responsibilities: Prioritize tasks and responsibilities and summarize them below.

1.  Manages office and serves as area and program focal point for contact with students, faculty, other departments, venders and public.  Provides callers/visitors with accurate data in response to their requests or directs calls to appropriate person.  Initiates action to obtain needed data and provide advice to callers/visitors.  Follows up to ensure customer needs are met. Takes messages for instructors and area/program coordinators.

2.  Independently manages financial-related tasks for area and programs.  Advises coordinators on the status of the current budget needs.  Ensures budget-related documents are properly prepared and accounting transactions are accurately recorded.

a. Assists coordinators in preparing annual budget.  Obtains needed financial information for upcoming programs and researches historical data to ensure budget completely and accurately reflects program’s needs.  Enters and proofs data and submits for approval.

b. Develops and administers Excel program for maintaining cost center financial records and reconciling monthly expenditures.  Informs personnel of funds availability status and suggests use of remaining funds.  Alerts and guides accounting personnel of required corrective actions.

c. Provides responses to all requests for area and program financial data.

3.  Leads the area and program in implementing Colleague.  Keeps abreast of ongoing changes.  Designs and generates needed reports and other products to improve area and program efficiency.

            a. Furnishes faculty with data (transcripts, test scores, addresses, telephone numbers, etc).

b. Manages distributive printing for area and program and prepares various products such as rosters, grade/attendance sheets, PPI, monthly budget reports, section availability reports, faculty schedules, rollover and course section labels.

c. Assists coordinators with schedule development.  Analyzes previous semester schedule and makes recommendation to coordinators. Designs and executes query for rollover.  Enters all courses into Colleague and changes data to reflect new schedule.

d. Proofs numerous documents and reports including the schedule after entering rollover, schedule of classes mailed to customers, catalogs, and grade sheets.

e. Maintains Colleague Office Manager Training Manual.

            f. Alerts Information Systems/Registrar personnel of weaknesses in programs and proposes solutions.

g. Participate in Colleague Train-the-Trainer Program.

4.  Manages numerous personnel processes and programs.  Advises coordinators on status of faculty assignments and promptly identifies instructor shortfalls.  Ensures program personnel adhere to college policies.  Solely responsible for transitioning new employees by initiating needed documents, coordinating with various college offices, arranging office space and other logistics-related items, and advising them on a variety of college requirements and policies.  Serves as the area and program Hiring Coordinator.

            a. Verifies semester schedule with full-time faculty and adjunct faculty.  Matches full-time and adjunct faculty assignments with course schedule, identifies remaining requirements, and proposes solutions to coordinators.   

b. Initiates advertisements for adjunct faculty.  Contacts applicants to arrange interviews, obtain additional needed information, or answer questions.

            c. Initiates and monitors personnel-related documents and correspondence for new and existing employees.  Assures new hire paperwork is properly prepared for HRD.  Works with HRD to resolve payroll issues.  Completes security request forms for programs.

            d. Maintains time sheets for student assistants.

e. Prepares faculty evaluations for division chair and merit appraisals for staff.

6.  Directs completion of class-related functions.  Implements and adjusts procedures to ensure most effective and efficient methods are used.  Completes required tasks or advises coordinators on needed actions.

a. Advises new part-time faculty on division and program policies and procedures.  Assists coordinators and faculty with syllabus preparation and obtains syllabus for each course.

            b. Coordinates textbook orders and resolves problems.  Orders review copies for possible adoption.  Prepares print shop material for college bookstore.  Orders adopted books and ancillaries for all faculty.

c. Prepares and distributes class roster, and resolves discrepancies.

            d. Takes tests to testing center and collects relevant divisional exams for credit by exam.

e. Prepares and distributes instructor evaluations.  Counts completed evaluations, types written comments before end of semester, and submits to OAR for report.

f. Distributes and collects grade sheets to submit to Registrar, and grade and attendance sheets to submit to DAS.

g. Prepares office-hour data for full-time faculty and sets up part-time instructor boxes.

7.  Manages area and program administrative and logistical functions.  Directs tasks and assignments to ensure area and program properly implement college policies and procedures.  Reviews existing policies and initiates process changes to improve efficiency and effectiveness.

            a. Works in close consultation with division chair, division administrative assistant, and area           and program coordinators, on all relevant matters of divisional administrative functions.

            b. Maintains coordinators calendars and coordinates activities.

            c. Acts as focal point and advises coordinators of all timelines for tasks, and projects.  Coordinates with area, program, division and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.

d. Organizes/coordinates area and program meetings, conferences, and interviews.  Prepares materials, reserves conference rooms, arranges refreshments, and notifies participants.

            e. Maintains and updates all college manuals and Material Safety Data Sheets.

            f. Authors memos, letters, and forms and prepares faculty telephone numbers/addresses.

            g. Maintains office files including faculty and staff files, budget, textbook adoption, pay scale for salaries, college forms, and full-time instructor office hours.

            h. Fulfills key operator responsibilities for printer and other office equipment.

            i. Maintains all office supplies and orders instruction materials for all campuses.

            j. Oversees and initiates facility/TSD departments with necessary work orders.

            k. Manages furniture inventory and initiates transfer/disposition of equipment.

            l. Manages incoming and outgoing mail.

8.  Serves on various committees designed to improve effectiveness of college, policies, procedures, and practices.  

Education/Knowledge Required: Specify required degrees necessary for satisfactory performance.  Include experience, special skills, and abilities.

High School Diploma, and one year of secretarial experience required; one year of office manager experience or AA Degree in Office Technology, preferred.

Knowledge of accounting and budget experience

Experience with software such as Microsoft Office Suite

Ability to work independently

Good interpersonal and communication skills are required

Must be able to maintain confidentiality

Experience using the Internet, World Wide Web, and electronic mail applications is required.

Supervision: List all position titles reporting directly to this position, full-time or part-time. Include student assistants and part-time faculty supervised in a typical semester.

Possible student assistant

Contacts: Identify contacts required within and outside the college, and purpose of contacts. (Example: Contacts vendors for supplies and materials; or meets with tri-county public and private employers to determine training needs)

Contacts college departments on all levels, at all campuses.  Meets with division staff and other college staff to initiate, ascertain, and generate information and materials.  Contacts publishing company representatives to obtain and review/desk copies for faculty.  Contacts public schools and local Boards of Education regarding Teacher Education Programs.  Coordinates with appropriate agencies to complete paper work for conferences.  Initiates and composes correspondence to persons inquiring of job availability.  Advisory assistance given to students on programs, course prerequisites, credit by exam and class availability.

Guidelines/Procedures/Regulations: Identify guidelines, procedures, and instructions or regulations and laws within which the position functions. Be specific.

College Policies and Procedures, Administrative Manual, Board Policy Manual, Faculty Manual, Office Operating Procedures Manual (OPPS)

The Family Education Rights and Privacy Act of 1974

Fiscal Responsibility: Describe the fiscal responsibility.  Include total dollars that the position directly controls.

Responsible for controlling expenses related to purchasing area and program office supplies and equipment.  Advises coordinators of upcoming equipment needs for budget preparation.  Monitors area and program budgets.

Physical Working Environment: Describe the physical working environment and list any hazardous and toxic substances used in the performance of duties.

Office environment.  Works with frequent deadlines and interruptions under tight schedules.

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