Academic Administrative Specialist

Academic Administrative Specialist

The Academic Administrative Specialist is a high-level position with significant responsibility. The Academic Administrative Specialist maintains the organizational and clerical administrative support functions for the School Dean, and coordinates School operations as they interface with part-time and full-time faculty, students, and personnel of other offices within and outside of Academic Affairs.

Essential Functions:

• Perform job duties in accordance with Columbia College's vision, mission and values, and contributes to the development of the Academic Affairs Department.
• Practice superior customer service.
• Fulfill additional responsibilities as assigned.
• Display respect and civility to all constituencies in all communications.
• Attend work timely and on a regular basis during the established hours of operation; work additional hours as business necessitates.
• Ensure proper workflow of internal academic processes, including but not limited to:
  • Faculty annual reviews.
  • Faculty load determination, course release tracking, and stipend requests.
  • Faculty hiring searches.
  • Coordination of logistics for new faculty and new chair transitions.
  • Course schedule coordination and updating.
  • Catalog revisions.
  • Course syllabi collection and archiving.
  • Degree maps collection and archiving.
  • Adjunct hiring contract management.
  • Annual program updates.
  • Initiate and track tickets with Tech Services toward process improvement.
• Prepare budgetary documents for review by the School Dean.
• Utilize and update records in Colleague, WebFocus, and other relevant software.
• Troubleshoot issues as they arise within the Dean's Office.
• Assist the Dean with special projects, reporting, and events.
• Coordinate general processes with faculty, other School Administrative Specialists, the Director of Academic Operations, Registrar's Office, Payroll, and other internal stakeholders.
• Greet and assist visitors to the Dean's Office.
• Answer phones and emails.
• Taking and relaying accurate and complete messages.
• Scheduling meetings.
• Making copies.
• Filing.
• Record minutes for various meetings within the School.
• Coordinate internal and external mailing services.
  • Probation, Suspension, and Dismissal letters.
  • Dean's List certificates

Supervisory Responsibility:

No

Position reports to: Respective School Dean

Required Core Competencies and Professional Experience:

• Ability to fluently read, write, and understand the English language.
• Proficiency with the following, but not limited to: active listening; speaking; writing; critical thinking; judgment and decision making; monitoring; reading comprehension; time management; coordination; and management of personnel resources.
• Proficiency for using a variety of computer and technology-related software and equipment, including Microsoft Office products and database systems.
• Ability to work independently and in a team environment, with or without direct supervision.
• Excellent communication, interpersonal, customer service, and organizational skills.
• Proficiency with the following, but not limited to: speaking; active listening; time management; service orientation; writing; monitoring; reading comprehension; coordination; social perceptiveness; and active learning.
• Interpersonal Maintains confidentiality; Exercises self-composure; Remains open to others' ideas and tries new things.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Oral and Written Communication - Speaks and writes clearly; Listens effectively; Responds well to questions.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position
• Organizational Support - Follows policies and procedures; Completes tasks correctly and on time.
• Adaptability - Adapts to changes in the work environment; Manages competing demands.
• Minimum three years' experience with administrative duties and general office responsibilities and procedures, preferably in education.
• Demonstrated experience working in high-traffic, fast-paced office with multiple demands and priorities.

Required Level of Education:

Some college coursework

Preferred Level of Education:

Associate degree

Other Requirements:

Ability to satisfy, within the parameters set by the College and consistent with applicable federal, state and local laws, a criminal background check as a condition of employment.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Accommodations may be made to enable individuals with disabilities to perform essential functions. Individuals seeking accommodation should contact the Human Resources Department without delay. While performing the duties of this job, the employee is regularly required to sit for long periods of time, talk, and hear. The employee is required to use hands and fingers to handle or feel, reach with hands and arms, climb or balance, and stoop, kneel, or crawl. Employees must be able to type on a computer keyboard and use a computer monitor on a regular basis. Work Conditions: The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is rarely exposed to outside weather conditions; however, possible exposure to hazards and physical risks to personal safety may occur while operating certain equipment. The noise level in the work environment is usually mild.