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Academic Support Coordinator
2 months ago
The Academic Support Coordinator plays a vital role in assisting the Dean, faculty members, laboratory staff, and students at Terra State Community College. This position is responsible for maintaining academic and departmental records while efficiently managing various office tasks.
Key Responsibilities:
- Handles a significant volume of procurement requests, initiates budget reallocations, and reconciles financial transactions.
- Creates and updates assignment sheets for both full-time and part-time instructors, ensuring accurate adjustments for credit and contact hours.
- Prepares payroll documentation for adjunct faculty each semester, including calculations for clinical instruction and additional pay, while also managing music lesson payroll.
- Maintains and updates data within the academic management system, including class schedules and cancellations, and ensures current textbook information is available.
- Assists in organizing division-sponsored activities such as Advisory Board meetings and community outreach events.
- Guides students to appropriate faculty or staff for academic advising and support, acting as a liaison for the division.
- Performs essential administrative tasks, including scheduling meetings, managing room bookings, copying and distributing materials, and maintaining organized files.
- Supports faculty by managing orders for classroom supplies and textbooks.
- Maintains comprehensive records for the division, including documentation of advisory boards and departmental meetings.
- Collects and compiles statistical data as required, including typing and proofreading academic materials, managing correspondence, and coordinating mass mailings.
- Gathers course syllabi for all classes each term.
- Completes additional tasks as assigned.
Qualifications:
- Associate's Degree in Secretarial Sciences or a related field from an accredited institution is preferred.
- A minimum of three years of relevant experience or training is required.
- Equivalent combinations of education and experience will be considered.
Skills and Competencies:
- Demonstrates confidentiality and sound judgment, along with strong independent problem-solving abilities.
- Maintains a professional appearance that reflects the standards of the academic division.
- Proficient in Microsoft Office Suite, particularly MS Word and MS Excel at an intermediate level, with familiarity in MS PowerPoint and MS Access.
- Exhibits effective communication skills and the ability to interact with diverse groups, including managing challenging interactions.
- Capable of directing inquiries from visitors, students, or employees to the appropriate personnel or scheduling meetings as necessary.
- Ability to manage multiple tasks in a fast-paced environment is essential.
- Skilled in troubleshooting minor office equipment issues and coordinating maintenance when needed.
Physical Requirements:
- The physical demands outlined here represent those that must be met by an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities.
- While performing the duties of this position, the employee is regularly required to communicate effectively. The employee may occasionally need to stand, walk, sit, use hands for various tasks, and reach with hands and arms. The employee must frequently lift and/or move items weighing up to 10 pounds and occasionally lift and/or move items weighing up to 25 pounds. Specific vision abilities required include close vision, peripheral vision, and the ability to adjust focus.
Work Environment:
- The characteristics of the work environment described here are representative of those encountered while performing the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.
- The noise level in the work environment is typically moderate.
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