Administrative Coordinator

Under general direction, performs a wide variety of difficult-to-complex program coordination and administrative support activities on behalf of assigned instructional disciplines; serves as liaison with internal and external faculty, staff, students and stakeholders.

• Supports assigned discipline(s), management, faculty and staff in the ongoing initiation, development, facilitation, monitoring and adjusting of class scheduling; researches and resolves faculty employment issues, facility concerns, student registration issues, scheduling conflicts and service problems; coordinates and processes schedule changes, course additions and cancellations as necessary; develops and processes term teaching assignments for part-time instructors within budgetary, accreditation standards and contractual limitations.
• Monitors full and part-time faculty workloads, class size and enrollment to ensure compliance with district policies and collective bargaining agreement provisions; proactively prepares and recommends options and solutions to avoid and correct underload and overload issues and complete adjustment processes as appropriate.
• Evaluates and monitors assigned discipline(s) course offerings to ensure faculty staffing needs are fulfilled; informs Dean or designee to ensure all course offerings and open positions are staffed as needed with full- and part-time faculty, lab technicians, temporary staff, part-time employees and student aides, as required.
• Coordinates and prepares prospective employment candidate materials and interview schedules for hiring committees and recruitment and selection activities; collaborates with Human Resources and Instructional Services to finalize new employee employment and compensation documentation.
• Facilitates and provides one-on-one and group new-employee orientations and on-boarding activities related to College and program policies, procedures, processes and documentation, including obtaining appropriate authorizations for access to information, technologies, inter/intranet access, key requests, office equipment, email/voicemail protocols, campus resources and related information.
• Assists in budget preparation and control activities; maintains department and program budget records, purchases and purchase orders; verifies expenditures; records, inputs, updates, extracts, and analyzes budget and financial data to ensure appropriate usage and allocations.
• Prepares, initiates, coordinates, and executes purchase orders; researches availability, cost and quality of requested materials and services; tracks purchase costs against department balances; authorizes and/or requests authorizations for purchases as appropriate; completes, submits, and tracks purchase and payables documentation in accordance with College purchasing and accounting processes and procedures.
• Supports students and the public by providing general guidance, information and assistance related to assigned program(s), courses of study, class scheduling and availability, faculty office hours, college services and individual issues of inquiry and/or concern.
• Provides administrative assistance and support to the Dean and designated staff in project research, data analysis, preparing reports and recommendations, calendar maintenance, time and attendance recording and related activities.
• Serves as point-of-contact and operational and administrative liaison to Instructional Services, Admissions and Registration, Financial Aid, Purchasing, Human Resources and the Dean regarding scheduling conflicts, room assignments and facility needs.
• Provides work direction and guidance, oversight, scheduling and training for clerical staff, non-instructional part-time staff and student employees, as assigned; may coordinate open lab schedules and related lab monitor staffing, as needed.
• Plans, coordinates, and facilitates department-specific activities and events such as scheduling, contract administration, recruitment events, guest speakers, CTE program events, concerts, mailings, marketing and similar activities.
• Assists in the coordination and implementation of program policies, processes, procedures and documents to ensure efficiencies, organization of the program and compliance with accreditation, union agreements and college policies and procedures.
• Regularly reviews College website to ensure accurate catalog information, degree worksheets, advising materials and other division-specific content; reviews curricular and catalog changes and annually reviews catalog information; advises management of web errors, omissions, updates, and needed corrections; contacts webmaster and monitors division related web materials to ensure requested revisions are completed.
• Assists faculty and staff with textbook ordering processes, travel procedures and processing of forms; maintains student liability waivers; coordinates reservation of vans, transportation, group and individual travel; reconciles invoices and coordinate with vendor to resolve billing issues, as necessary.

• Minimum Qualifications
  • High School Diploma/GED or equivalent
  • Minimum (5) years of experience providing administrative coordination and direct administrative support to a complex program(s), management, and staff
  • Basic skill in Microsoft Word, Excel, and PowerPoint
  • Experience working with diverse backgrounds of the college's community, students and employees; demonstrated commitment to promoting access and diversity
• Preferred Qualifications
  • Associates degree in administrative/office management, business administration, or related field
  • Basic skill in Microsoft Publisher
  • Intermediate skill in Microsoft Excel or other spreadsheet software

• Knowledge of:
  • MHCC Collective Bargaining Agreements
  • Computerized database systems, word processing, spreadsheet applications and formulas, presentation and publishing software
  • Basic budgeting, purchasing, timekeeping and financial recordkeeping
  • Instructional and business operations processes and procedures
  • Data collection, analysis and reporting techniques
  • Local, State and Federal privacy laws, guidelines, regulations and reporting procedures as they relate to student records and information
  • Basic elements of effective leadership
  • General office practices, procedures, equipment and techniques
  • Elements of highly effective, quality customer service
  • Effective project and time management techniques
• Ability to:
  • Develop expertise in, and accurately calculate and report on class size and capacity, faculty ILC credits and workload, and identify areas of concern in relation to compliance with collective bargaining agreements, College policies and procedures, and related areas
  • Develop expertise in, and serve as, division point-of-contact for faculty, staff, students and other stakeholders, to provide general college information and program-specific knowledge and expertise
  • Develop, process, input and extract a variety of data, reports, records and related information into multiple software programs and databases
  • Ensure maintenance, completeness and accuracy of a variety of financial and payroll data, records and reports
  • Prepare and provide a variety of technical data, statistical and narrative reports
  • Effectively handle confidential information
  • Work independently with minimum instruction and supervision
  • Provide exemplary customer service in a courteous, prompt and efficient manner
  • Participate in the selection, scheduling, training, work direction and guidance of designated students and staff, as appropriate
  • Provide initial supports and strategies to diffuse potential student, staff and stakeholder distress and conflict
  • Learn and work with a variety of current and new software programs and hardware in an ever-evolving technology environment
  • Work effectively and collaboratively in an ever-changing, multi-tasking, multi-deadline, environment
  • Maintain confidentiality

Work is performed primarily in a standard office environment, with occasional excessive noise and/or olfactory sensitivity within assigned program(s) areas and environments.

Potential conflict situations.

Primary functions require sufficient physical ability and mobility to work in an office setting; dexterity of hands and fingers to operate a computer keyboard and other office equipment and technologies; sitting or standing for extended periods of time; kneeling, bending at the waist, reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies; lifting, pushing, pulling and carrying office equipment, supplies and materials weighing up to 25 pounds; emotional stability to work effectively under pressure and to keep all aspects of the job under control; hearing and speaking to exchange information in person or on the telephone; seeing to read, prepare and assure the accuracy of documents.