Job Description

Staff Associate, Arts & Sciences

This position provides administrative support to the academic leadership and faculty of the Arts & Sciences Division including Department Chairs, Staff Executive, and Academic Dean. The work involves office/clerical support and customer service, schedule preparation, part-time payroll preparation and submission, file systems creation and maintenance, supplies/equipment ordering and inventories for several academic departments within the division.

• Serve as first point of contact for departments.
• Provide front desk reception duties and administrative support and exemplary customer service, greet people, answer phones and emails, assist students and faculty, complete paperwork, obtain approvals, route correspondence, and maintain file systems under limited supervision with a high level of accuracy and attention to detail.
• Maintain operational and instructional supply inventories for office and classrooms.
• Assist faculty with onboarding i.e. department processes, use of technology including copy machines, printers, telephone, classroom and other technology.
• Troubleshoot office and classroom technology and submit IT Help Desk tickets as needed.
• Assist faculty and staff with room reservations and setup requests for meetings and events.
• Coordinate information between individuals, departments and/or outside agencies as directed; assist with problem resolution as required.
• Contribute as a team member and foster a cooperative work environment.
• Interpretation of college policies and procedures.

• In collaboration with Department Chairs: gather, compile, review, and edit class schedule information for several academic programs in preparation of being sent to Scheduling Office.
• Schedule classrooms to meet course and instructor requirements (i.e. media and equipment needs, etc.).
• Calculate and monitor class times to ensure all courses are appropriately scheduled within the block template and are scheduled to meet the required amount of contact hours for compliance.
• Prepare Course Information and Maintenance Forms for submission to Curriculum Committee for new courses, changes to courses, and deletion of courses as well as catalog updates.

• Maintain operational and instructional supply inventories for office and classrooms, including software and other department specific equipment.
• Use, maintain, and reconcile department procurement card(s).
• Initiate, process, and track requisitions, purchase orders, expense reports, supplier invoices, and procurement card purchases for several academic programs and Arts & Sciences Division Office.
• Prepare and submit part-time faculty payroll information for processing using reports pulled from database.
• Assist Staff Executive in tracking and monitoring budgets for several academic areas.

• Input and track data with word processing, spreadsheets, and/or other software systems.
• Collect and file syllabi each semester for department files.
• Compile and complete reports to track enrollment, FTE, course schedule, part-time faculty load, etc. for Department Chairs and Dean, requiring a great deal of precision.
• Work with Admissions & Records each semester to ensure all grades for academic programs have been submitted.

• Assist with special projects or additional assignments as directed.

• Associates' Degree in related field; plus,
• Three (3) years of related experience within an office setting in higher education or similar customer service oriented organization, which would provide the knowledge, skills, and abilities required for the job or an equivalent combination of education and/or work experience.
• Proficient in use of Microsoft Office (Word, Excel, PowerPoint and Outlook.
• Experience with creating and maintaining files.
• Ability to maintain confidentiality.
• Exceptional verbal and written communication skills.
• Self-motivated and ability to effectively and efficiently prioritize multiple tasks and maintain tight deadlines.
• Ability to think critically and perform job duties effectively without close supervision.
• Ability to work as a team player with a genuine spirit of cooperation and flexibility.
• The selected candidate for this position will have the following skills: well organized, a strong work ethic, a positive attitude, detail-oriented, self-starter, quick-learner, problem solver, adaptable, and be able to work in an environment where interruptions occur frequently.

• Experience working at a Community College.
• Experience with Workday, Banner, Argos, or other integrated database and reporting systems.

• Cover Letter
• Resume
• Diversity Statement

• Compare your previous work experience to the job duties listed on the job positing under job description. Enter the job duties you have preformed under the "Work Experience" section on your job application. We evaluate your experience based on this information.
• Please make sure you state whether work experience (aka work history) is part time or full time employment by listing the average number of hours worked per week. This information is used to determine your new annual salary.
• Be sure to upload all the required documents listed at the above in "Additional Job Description" section. This can be uploaded as part of your application materials in the "My Experience" section. If there are missing documents, your incomplete application will not be considered.

• In your diversity statement, please provide your interpretation of what it means to serve a diverse community and work in an inclusive environment.
• Please include specific examples for how your background, education, and/or professional experience have prepared you to fulfill those responsibilities in this position.
• As you consider what to put in your statement, please note Aims Community College is committed to equal employment opportunity and does not discriminate on the basis of race, gender, age, or any other protected class.

*Please mention you saw this ad on CommunityCollegeJobs.*

Apply Now