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Academic Department Management Support

4 months ago

Whittier, United States Whittier College Full time

The Academic Affairs Office at Whittier College is seeking an experienced candidate to fill the Academic Department Management Support position.

The position provides administrative support for the Academic Deans/Associate Deans, helps manage budgets for academic departments, provides support for key operations in academic affairs, assists in the management of key functions in academic departments, and oversees student workers.

Hours: Monday - Friday

Exempt Status: Non-Exempt

Full Time/Part Time status: Full Time, 10 months (off June1-Aug 1)

Salary Range: $23-$24/hour; Salary will commensurate with experience, skills, and knowledge.

Reports to: Direct report: Academic Dean/Associate Dean

Senior report: VPAA/Dean of Faculty

Location/Department: Whittier College (Main Campus)

Departments Supported: BSAD/ENG/HIST; Mod Lang

Position Duties and Responsibilities

General expectations

* Understand FERPA regulations and maintain confidentiality of student records.
* Maintain confidentiality when instructed by Academic Dean/Associate Dean
* Adhere to academic and budgetary policies
* Uphold Whittier's commitment to equity and inclusion
* Support student success

Budget management (1100 ORGNs) for relevant academic departments/programs

* Maintain subledger; reconcile monthly
* Provide Associate Dean and VPAA with monthly budget reports
* As needed, order supplies; as needed, work with accounting on purchase orders; obtain appropriate authorization for purchases.

Assist Academic Deans/Associate Deans

* Understand, explain, and enforce college policies, including but not limited to:
* Compliance with college spending policies
* Compliance with general academic policies and procedures


* Assist Deans with updating policy and effective communication to faculty and other campus departments.
* Maintain current FAQ's and contacts to facilitate rapid response to questions and correct routing of requests
* As needed assist with reports, grant management, and special projects.

Assist Academic Deans/Associate Deans with the generation of academic course schedule

* Aggregate course information
* Enter course information into spreadsheet
* Assist Deans in communication with faculty members

Assist relevant academic departments/programs with:

* Searches
* Assessment logistics
* Administrative requests
* Facilities requests
* Building needs/issues
* Assist with orientation for new faculty
* Assist with events (fieldtrips, speakers, etc.)
* Work orders with facilities
* Requisitions for new keys from Campus Safety

Manage and train student workers

* Track student hours and job performance
* Student workers should be responsible for:
* Photocopying
* Scanning documents
* Greeter in buildings; answer basic questions (FAQ's)
* Assist faculty with Moodle pages
* Assist departments with Dept. webpage maintenance
* Answer phone and appropriately direct calls
* Assist Department manager with other tasks as appropriate and as assigned.

Other expectations

* Regular training regarding key skills/areas
* Excel
* Microsoft Word
* Relevant Banner programs/tools
* Other tools as needed
* Title IX
* College DEI policies and initiatives

Duties excluded from this position

* Grading student work
* Generating homework/quiz/test keys
* Maintaining faculty gradebooks/entering grades
* Personal errands for faculty/administrators
* Proctoring exams; etc.
* Lab/room set up; etc.

Non-essential Functions of the Job

None identified at this time.

Position Specifications and Requirements

Previous Experience

* Minimum of five years of clerical and office administration experience to include budget management. Experience working in a college or university setting and/or with a student programs preferred.
* Supervisory experience preferred.

Knowledge and Education

* Undergraduate degree or equivalent experience is preferred.
* Skilled in written communication and the knowledge of English grammar, spelling, and punctuation including the ability to maintain attention to detail, i.e. proofreading and editing.
* Basic mathematics.
* Ability to manage time effectively and set priorities, maintain regular office hours, plus occasionally work after hours and weekends.
* Ability to organize, track, and monitor several projects simultaneously.
* Ability to establish methods to gather, collate, and classify information, and to maintain accurate records. Ability to maintain confidentially at all times.
* Knowledge in Excel, Microsoft Word, and Outlook

Application Deadline

Until the position is filled.

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA 90608. AA/EOE.