Academic Office Specialist - English

Job Summary

Compensation Type:
Hourly

Compensation: $18.50

The Academic Office Specialist provides general administrative, clerical, and project support for an academic department. This role utilizes basic or advanced office and research skills depending upon position assignment and skill level demands. The incumbent assumes responsibility for administrative, clerical, and support tasks specific to the academic department. This position supports the academic functions of all department programs, programmatic accreditation functions, faculty, and Chairperson.

• Office Support
  • Provides administrative and clerical support to the Chairperson, faculty, and staff.
  • Maintains and sets up a filing system that is virtual and physical.
  • Files, organizes, and cross-indexes files.
  • Completes and processes forms, records, and other documents in accordance with established procedures.
  • Assists the department in scheduling meetings, including invitations, parking passes, and room scheduling.
  • Assists with special events by coordinating rooms and partnering with other departments to ensure the successful set-up and execution of special events.
  • Coordinates the digitization and maintenance of files and multimedia materials for use in the classroom.
  • May be assigned to originate correspondence on behalf of the Chairperson and maintain signature authority on delegated routine matters.
  • Maintains confidential or sensitive records and information.
• Academic Support
  • Works with faculty, Chairperson, and Curriculum Management to set up/modify course sections each semester.
  • Works with faculty to obtain contract “load and reassigned time” forms each semester, submits to the Chairperson for review/approval, and enters approved information into the system of record.
  • Register students, as requested by the Chairperson and Advisors.
  • Works with the Office of the Executive Vice President – Administrative Operations (EVPAO) to ensure faculty/adjust load information is accurate every semester.
  • Runs faculty workload reports for the Chairperson.
  • May also review and provide feedback to the Chairperson regarding faculty workload reports. Works with Central Scheduling and EVPAO to ensure all classroom/lab room capacities and software information is accurate.
  • Assists Chairperson with departmental accreditation activities.
  • Provides direct support to department Lead Instructors and Program Coordinators, as needed.
  • Assists with the department's work study students to ensure projects are completed.
  • Works with faculty and the Print Shop to ensure all marketing materials are current and an adequate supply is available.
  • Utilizes programs to help edit program webpages as needed.
• Customer Service
  • Provides customer services within assigned department or functional area to students, general public, and others by furnishing and obtaining information; resolving routine problems; assisting with procedures, processes, and requirements; performing other customer service responsibilities, as necessary.
  • Maintains exceptional public relations and customer service to the general public, students, faculty, staff, and others.
  • Greets and routes students and other visitors to the appropriate place, answers the telephone, routes calls, takes messages, and provides general information about the department.
  • Monitors the department's e-mail account and distributes/responds appropriately. Furnishes and obtains information and works to resolve issues with the Chairperson.
  • Assists with setting up interviews and provides applicant information, as requested.
  • Communicates with faculty and staff regarding messages and student questions in a timely manner.
• Facilities & Financial
  • Monitors budgets and works with Chairperson to initiate/submit budget transfers, as necessary.
  • Monitors the program budget accounts and informs the Chairperson and faculty, as appropriate, on the amounts left in the accounts, as needed.
  • Orders office and classroom supplies, as necessary.
  • Reconciles P-Card statement monthly.
  • Organizes the ordering and storing of supplies as needed. Acts as liaison between Bookstore and faculty for textbook adoptions and classroom supplies. Initiates work orders, such as housekeeping…