Senior Administrative Specialist, Academic Affairs

4 weeks ago


Baytown, Texas, United States Lee College Full time
Job Summary

This position provides administrative support to the Associate Vice President of Academic Affairs and instructional divisions, including the library and campus personnel for both on and off campus sites.

Key Responsibilities
  • Support the AVP of Academic Affairs in the administration of academic programs.
  • Provide oversight and support to division secretaries to ensure accurate and timely execution of administrative responsibilities.
  • Develop training materials and provide training to ensure proper adoption and use of new software systems and work processes.
  • Maintain and monitor instructional budgets, grants, and budget amendments.
  • Prepare credit card statements and submit to purchasing.
  • Monitor division secretaries' time sheets and serve as back-up for time sheet approval.
  • Prepare purchase requests, credit card approvals, and travel requests for the AVPAA and areas reporting to the AVPAA.
  • Coordinate the collection and processing of documentation that is legislatively mandated and/or essential for instructional operations information.
  • Manage academic honesty cases and student complaint cases in Maxient.
  • Prepare reports for the State on new/updated program plans for catalog.
  • Research, develop, compose, analyze, and distribute information in a variety of methods.
  • Assist with class scheduling and student registration.
  • Activate new full-time and adjunct faculty in PeopleSoft.
  • Manage course notes in PeopleSoft.
  • Prepare and submit Board of Regents Action Items to the AVP of Academic Affairs for approval.
  • Maintain the AVP of Academic Affairs' Outlook calendar.
  • Plan and manage events such as Adjunct Mixer and Tech Night.
  • Prepare for meetings and take notes.
  • Supervise student assistant.
  • Order and manage office supplies.
  • Assist in preparing academic semester and yearly course schedule.
  • Assist visitors and students in a pleasant and professional manner.
  • Manage correspondence, mail, photocopying, and answering phones.
  • Update the portal with dates, documents, links, and procedures as needed.
  • Maintain the office area in a fashion that exhibits a professional atmosphere.
Requirements
  • Must be a current full-time or part-time employee of Lee College.
  • Associate (or higher) degree required or successfully completed sixty (60) college credit hours.
  • One (1) year of related work experience.
  • Proficient with Microsoft Office suite.
  • Excellent technology skills, scanning software, online/email correspondence, travel arrangements, and basic internet research skills.
  • Excellent oral and written communication skills.
  • Ability to work collaboratively with faculty, administrators, and other staff members.
  • Ability to make balanced judgments and decisions.
  • Ability to work well with individuals from diverse backgrounds.
  • Must be proficient in composition, spelling, and proofreading in order to produce meeting minutes.
  • Must be flexible and possess the ability to work with minimal supervision.


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