Academic Office Manager, Biological and Physical Sciences Career Community

Relocation Provided?: No Position Summary This position supports Biological and Physical Sciences (BPS) students, faculty, and staff by ensuring timely and accurate action to meet student, client, and faculty needs and college requirements through team-oriented support. The position manages the daily academic office support functions relative to the assigned programs, in cooperation and association with the leadership and guidance of the Assistant Dean of BPS. This position works effectively with a wide range of constituencies in a diverse community and uses varying styles and approaches that reflect an understanding and acceptance of the role of culture in a multicultural workplace. Essential Duties and Responsibilities Utilize PeopleSoft Campus Solutions to build and maintain course schedules, monitor enrollment, and input instructor assignments. Process course cancellations and notifications. Run queries and prepare departmental reports, research and analysis. Utilize PeopleSoft Campus Solutions to track faculty course overload, reassigned time, and banked credits. Prepare, analyze, and ensure accuracy of workload reports and Letters of Assignment in support of compensation data reported to payroll. Generate, distribute, and maintain archived signed documents related to compensation. Utilize the PeopleSoft Financial system for all procurement related functions involving career community, program, restricted, and grant funds. Prepare budget transfers and initiate requests for journal entry corrections when appropriate. Ensure successful completion of services related to purchases, services and repairs. Monitor expenditures and provide regular timely analysis and projections of available funds to the Assistant Dean and Lab Manager. Recommend career community and program budget reallocations in preparation for annual budget development. Perform duties as appropriate for escalated procurement documents. Support the Assistant Dean in the handling/submission of adjunct and full-time faculty absence reports, time reporting documents, and other HR related functions within the department. Collaborate with Assistant Dean to ensure the collection of required documentation is accurate and complete for submission to HR and payroll, as it relates to the recruitment and hiring of faculty and staff. Orient new faculty and staff to department specific business practices. Create and maintain academic office specific protocols and maintain document storage and retrieval systems. Maintain appropriate faculty and student information, curriculum, or other records using standard office practices. Interpret and adhere to academic policies and procedures, administrative business processes, and FERPA regulations. Initiate career community syllabi review process for each academic term. Distribute templates, monitor approvals and timelines, confirm adherence to policy, distribute final documents for archive for quick and easy access. Serve as an initial point of reference and liaison for faculty, staff, and students, coordinating communication and supporting information flow before engagement with assistant deans and faculty leads. Maintain open and timely communication between all parties. Coordinate and/or process faculty requests for classroom-related equipment and materials. Utilize 25Live scheduling software. Provide extensive customer support to a diverse population of faculty, staff, administrators, students, and external clientele. Exercise discretion, confidentiality and sound judgement in all matters. Interpret and adhere to academic policies and procedures, administrative business processes, and FERPA regulations. Draft career community and Program Advisory Committee (PAC) meeting agendas for review and approval by the Assistant Dean and faculty leads. Schedule meetings, coordinate refreshments, transcribe and archive minutes for distribution to faculty and staff and committee members. Facilitate textbook adoption and required course materials process. Serve on college-wide committees/tasks forces/planning group and serve as career community liaison with college departments, including but not limited to Marketing/Publications, Student Accounts, Records and Registration Center, Bookstore, Dining Services, Information Technology, and Teaching, Learning, and Student Success (TLSS), to coordinate logistics for training, program marketing and other assigned projects. Coordinate with the Lab Manager on managing the Lab Safety Sheet process within the career community to ensure electronic access is available to faculty, staff, and campus safety. Maintain open communication with the Science Lab Manager and lab technicians. Provide support for department specific events. Perform other duties as assigned. Salary: $30.21 - $33.23 hourly FCC offers a generous benefits package which includes medical insurance, dental and vision plans, waiver of FCC tuition for employee and eligible dependents, tuition reimbursement, generous leave benefits, retirement plans, and more! Frederick Community College prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment. Frederick Community College, an equal opportunity employer, values campus diversity in students and staff and encourages members from historically under-represented groups to apply. #J-18808-Ljbffr