GIELC Instructional Assistant​/Lab Coordinator

Essential Duties and Responsibilities

The instructional assistant/lab coordinator is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the department. Must be able to follow standard office procedures and be responsible for: college work-study employees and/or clerks, performing all duties assigned by the Department Chairperson, Dean, or Provost/Vice-President of Academic Affairs, caring for and maintaining office and instructional equipment, and maintaining accurate and complete records.

The instructional assistant/lab coordinator will provide the department with clerical, secretarial, and receptionist duties and excellent customer service. The work is of a responsible nature, requiring initiative and independent judgment while performing various complex functions as required. The instructional assistant/lab coordinator assists in maintaining a respectful, safe, and professional office environment.

• Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, bookkeeping, notifying faculty of deadlines, greeting office visitors, and providing department/program information.
• Performs the associated duties of a cost center clerk, keeps track of budget expenditures, and maintains office supply inventory.
• Prepares, submits, and maintains departmental requisitions, new hire documentation, instructor agreements/contracts, travel forms, and Faculty Leave Reports, ensuring all forms are accurate, complete, and accompanied by the appropriate required documentation.
• Maintains confidential files and records of students, faculty, and staff.
• Maintains an effective and efficient file management system for the department office.
• Reviews all syllabi posted on the LC website via Concourse. Ensures that all sections have an assigned instructor and vitae, and that these are available by the end of the seventh day after the semester begins. Reports discrepancies and technical issues to the eLearning & Instructional Innovation Center office and the Department Chairperson.
• Keeps accurate property inventory records for the department and faculty offices, lab rooms, and classrooms.
• Assists the Department Chairperson in budget planning and preparation.
• Submits work orders for building, computer, and equipment maintenance.
• Works with the Department Chairperson to submit catalog changes to the appropriate office for approval.
• Attends departmental meetings, prepares the meeting agenda and minutes, and/or makes event arrangements.
• Attends divisional meetings, trainings, workshops, and other activities as assigned.
• Prepares, processes, and checks for accuracy of all Faculty Course Overloads and Adjunct Agreements.
• Prepares Small Class Reports, Faculty Course Load (FCL) worksheet, and Instructor Course Load (ICL) workbooks.
• Assists in assigning and contacting Faculty, including Adjuncts, regarding class assignments.
• Assists the Department Chairperson in scheduling substitutes for absent instructors.
• Serves as a liaison between the Office of Recruitment and Dual Enrollment and High School adjunct applicants. Contact the applicant if additional items are missing or need correction.
• Inputs and revises semester class schedule in the Banner system as requested by the Department Chairperson and approved by the Dean.
• Prepares class status change forms as needed.
• Assists the Department Chairperson in maintaining the department’s webpage and attending IT trainings as needed.
• Assists the Department Chairperson in preparing curriculum revisions to be submitted to the Dean.
• Assists with registration and removing student holds when necessary.
• Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, and provides training on in-office procedures, policies, and operation of office equipment.
• Provides assistance and support to students, faculty, and staff when necessary.
• Helps monitor the center tutoring lab and resource room and assists…