Compensation Type: Hourly
Compensation: $18.50
The Academic Office Specialist provides general administrative, clerical, and project support for the Social & Behavioral Sciences department. This role utilizes basic or advanced office and research skills depending upon position assignment and skill level demands. The Academic Office Specialist is responsible for administrative, clerical, and support tasks specific to the academic department. This position supports the academic functions of all department programs, programmatic functions, faculty, and Chairperson.
ESSENTIAL JOB FUNCTIONS
Academic Support
- Works with faculty, Chairperson, and Curriculum Management to setup/modify/build course sections each semester.
- Works with faculty to obtain contract “load and reassigned time” forms each semester, submit to the Chairperson for review/approval, and enter approved information into system of record.
- Collects faculty office hours information, syllabi, and final grade spreadsheets. Works with Office of the Executive Vice President – Administrative Operations (EVPAO) to ensure faculty/adjust load information is accurate every semester. Runs faculty workload reports for the Chairperson.
- May also review and provide feedback to the Chairperson regarding faculty workload reports.
- Assists Chairperson with leave requests, grade changes, and substitution requests. Provides direct support to department Lead faculty as needed.
- Assists with the department work study students to ensure projects are completed.
- Works with faculty and the Print Shop to ensure all marketing materials are current and an adequate supply is available.
- Utilizes programs to help edit program webpages as needed.
Office Support
- Provides comprehensive administrative and clerical support to the Department Chairperson, faculty, and staff to ensure the efficient operation of the department.
- Establishes and maintains organized filing systems in both digital and physical formats, ensuring accurate recordkeeping, easy retrieval of documents, and compliance with institutional procedures.
- Manages departmental files by organizing, and maintaining records, forms, and documentation.
- Coordinates and supports departmental scheduling needs, including arranging meetings, preparing meeting materials, distributing invitations, reserving meeting spaces, and coordinating visitor parking when needed.
- Assists with the planning and execution of departmental events, workshops, and special initiatives by securing space, coordinating logistics, and collaborating with relevant campus departments to ensure successful implementation.
- Supports departmental operations by assisting with the digitization, organization, and maintenance of files, instructional materials, and multimedia resources used for teaching and administrative purposes.
- May draft routine correspondence, communications, and documentation on behalf of the Chairperson and department leadership as assigned.
- Maintains and safeguards confidential and sensitive information, ensuring compliance with institutional policies and professional standards.
- Serves as a key administrative resource for the department by helping facilitate communication, supporting operational processes, and contributing to an organized and efficient work environment.
- Maintains and request building access for all SBS faculty and staff.
Customer Service
- Provides customer services within assigned department or functional area to students, general public and others by furnishing and obtaining information; resolving routine problems; assisting with procedures, processes and requirements; performing other customer service responsibilities, as necessary.
- Maintains exceptional public relations and customer service to the general public, students, faculty, staff and others.
- Greets and routes students and other visitors to the appropriate place, answers telephone, routes calls, takes messages, and provides general information about the department.
- Monitors department e-mail account and distributes/responds appropriately. Furnishes and obtains information and works to resolve issues with the Chairperson.
- Assists with setting up interviews and provides applicant information, as requested.
- Communicates with faculty and staff regarding messages and student questions in a timely manner.
Facilities & Financial
- Monitors budgets and works with Chairperson to initiate/submit budget transfers, as necessary.
- Monitors the program budget accounts and informs the Chairperson and faculty, as appropriate, on the amounts left in the accounts, as needed.
- Orders office and classroom supplies, as necessary. Organizes the ordering and storing of supplies as needed.
- Acts as liaison between Bookstore and faculty for textbook adoptions and classroom supplies.
- Initiates work orders such as housekeeping, general maintenance, etc. and follows through until completion.
- Makes facilities requests on behalf of the department.
- Maintains and requests building access for all SBS faculty and staff.
Culture of Respect
- Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.
Minimum Qualifications
- High School Diploma or GED
- One (1) year of experience in customer service
Additional Information
- State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).
CSCC has the right to revise this position description at any time. This position description does not represent in any way a contract of employment.
Full time
40
Additional Information
In order to ensure your application is complete, you must complete the following:
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