Full-time / Benefit Eligible / Union / 37.5 hrs. per wk. / $16.41 – $17.18 per hr.
The Academic Affairs Coordinator (AAC) provides administrative support and coordination to the Office of Academic Affairs (AAO), in a rapidly changing environment with significant responsibilities in information and content management for Academic Program web sites, and administrative support relevant to residency planning and various assessment tasks.
CHARACTERISTIC DUTIES & RESPONSIBILITIES
- Develop planning calendars for production of residency schedules, creation/distribution of forms, and other relevant program support work.
- In collaboration with program leaders and relevant staff offices, produce residency schedules including coordinating staff and new student orientation workshops, creating/distributing forms to collect workshop/seminar information, incorporating the academic components, and editing/proofreading. Publish the residency schedules in accordance with the College’s established online event platform and style guide for electronic and printed delivery systems.
- Provide residency support to program leaders including producing student advisor preference and second reader forms, program contact lists, residency-related resource materials, and updating faculty records in the Student Information System.
- Provide coordination and support to programs for various administrative tasks as assigned.
- Develop, manage, and maintain content on the Academic Program intra/internet sites, in collaboration with the Community Life and IT departments. This includes, but is not limited to: faculty profiles, links to external sites, online courses, posting forms and semester calendars, and program resource materials.
- Create and distribute student assessment of residencies forms, collating and providing the data to program leaders and relevant staff offices.
- Create and process student evaluation of faculty advisors/course mentors forms and maintain an electronic repository for archival and retrieval of the data.
- Provide coordination and support for the faculty evaluation and peer review process, including maintaining electronic files, collection of feedback from stakeholders, providing instruction, and assistance to faculty with the evaluation process.
- Administer Academic Affairs Office financial activities, including processing invoices, stipends, and expense reimbursements requests.
- Maintain and update various databases and spreadsheets. Create and submit reports to stakeholders as needed.
- Provide administrative support for cross-programmatic academic services (e.g. Association of Writing Programs, Institutional Research Board, plagiarism software). Includes updating student/faculty accounts and rosters for third-party services, and correspondence to stakeholders about activities, as needed.
- Develop and post program-specific semester calendars containing dates and deadlines for student work, extensions, evaluations, and other related College due dates/deadlines.
- Communicate and correspond with College constituents from the department’s official email address.
- Develop and maintain systems for organizing, retrieving, and archiving of Academic Affairs electronic files and various electronic mailboxes.
- Conduct special project work, including research data collection and processing as needed, in response to specific requests by the supervisor, team members, or the Academic Dean.
- Contribute to team effort by accomplishing related results as needed.
- Occasional travel, weekend, and evening work may be required.
- Other duties as assigned.
Supervision is received from the Senior Academic Affairs Administrator
- Bachelor’s degree preferred, and three to five years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
- Intermediate to advanced level in Microsoft Office software (including complex spreadsheets); Google applications (including Forms, Sites, and Classroom); and ability to learn quickly new software programs and applications.
- Experience with HTML, CSS, and content management systems…Ability to create, apply, and coordinate use of office systems.
- Excellent organizational skills with high degree of attention to detail.
- Excellent communication skills, both written and oral.
- Excellent interpersonal skills, including the ability to work collaboratively and effectively with a wide variety of College personnel, students, as well as individuals and organizations from the greater community.
- Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of students, faculty, staff, and greater community.
- Demonstrated ability to exercise judgment and confidentiality in matters of the College and Academic Affairs.
- Ability to work independently, as well as part of a collaborative team.
- Visual acuity to read numbers and words & hearing ability to communicate in person or over the phone