Administrative Coordinator, Academic Affairs

Administrative Coordinator, Academic Affairs

The Administrative Coordinator, Academic Affairs provides high-level administrative, technical, and operational support to the Academic Affairs office to ensure the effective coordination of academic processes, office communications, and department services. This position serves as a central point of contact for faculty, staff, students, and visitors; 25Live and scheduling systems; supports academic scheduling, documentation, contract processes, committee functions, and records management; and assists with tracking deadlines, maintaining accurate information, and coordinating work across departments. The Administrative Coordinator must maintain the confidentiality of sensitive information, records, and communications in accordance with college policies.

The position works independently on a wide range of administrative functions, exercises sound judgment, manages competing priorities, and serves as a primary resource for the manager and Academic Affairs Office. The Administrative Coordinator must maintain the confidentiality of sensitive information, records, and communications in accordance with college policies.

Due to the need for regular interaction with employees, students, and the College community, this position requires an in-person presence and is eligible for telework as approved.

Essential Job Functions:

• Serves as a central point of contact for faculty, staff, students, and visitors; supports academic scheduling, documentation, contract processes, committee functions, and records management; and assists with tracking dead lines, maintaining accurate information, and coordinating work across departments.
• Provide ongoing support to Manager to ensure advancement of departmental initiatives including maintaining accurate records and reporting processes and supporting departmental compliance with institutional policies.
• Develop standardized procedures, templates, and documentation as directed by supervisor or designee.
• Manages, maintains and distributes, faculty, department, and office lists.
• Serves as the academic affairs division point of contact for 25Live; assists with training for College campuses; supports course and event schedule coordination.
• Maintains content in Cecil.edu website and in the Employee Hub SharePoint Site in collaboration with the Vice-President, Deans and faculty.
• Assists with facilitating the adjunct & full-time faculty contract processes.
• Provides administrative support for the Academic Affairs Committee by coordinating meeting materials, supporting the course and program submission process, and tracking related workflow items through completion.
• Collaborate with departments across the College to develop, implement, and maintain efficient Academic Affairs processes, resolve routine operational needs, and support timely service to faculty, staff, and students.
• Serve as the liaison with Facilities and Procurement to coordinate classroom maintenance and related requests.
• Assists with support to Deans and faculty as relates to generating reports, grade processing, requests for supplies and equipment and classroom or lab use.
• Prepares and maintains divisions documents electronically, such as but not limited to exams, reports, letters; including academic probation and Dean's list, memoranda, responses to student letters, reports to accrediting bodies, and student manuals, as needed.
• Coordinates the updates and revisions to the Faculty Handbook, General Information for Faculty and other division documents, as needed.
• Maintains and facilitates confidentiality of all student records/files in accordance with FERPA, state regulation sand accrediting associations.
• Assists in preparing purchase requisitions and maintaining files of these documents. Also prepares invoiced requisitions as needed for contract courses.
• Assists with the coordination of the student evaluation process of faculty.
• Ensure degrees, certificate and non-credit programs policies are formatted, track appropriately and are updated in all locations.
• Evaluate existing administrative processes and recommend improvements
• Serve on college and external committees as directed by supervisor and/or designee.
• Other duties as assigned.
• Adhere to all College policies and procedures.

Minimum Requirements to Perform Work:

• Minimum Bachelor's degree. The College will consider applicants who have bachelor's degree in progress and will complete their degree within a specified period upon hire.
• Two (2) years' work experience in related field.
• Experience working in a college or university preferred.

Knowledge, Skills and Abilities:

• Demonstrated ability to manage multiple tasks, set priorities, and meet deadlines.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• Professional demeanor with the ability to interact effectively with students, staff, external partners, and high-level officials.
• Proficiency with Microsoft Office Suite and ability to work with databases and spreadsheets.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Adaptability in a fast-paced, multitasking environment with frequent interruptions.

Scheduling Requirements:

• General schedule is Monday-Friday; 8am-4:30pm.
• Must be available for occasional evenings or weekend assignments. Flexibility in work hours may be required depending on departmental needs.

Physical Demands:

• Physical Demands: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.

Work Environment:

• Private office that must be open and accessible to College staff, faculty, and visitors. Nature of responsibilities dictates work to be subject to interruptions and numerous distractions. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving

General Benefits:

Cecil College offers full-time employees a comprehensive benefit package offering medical, dental and vision coverage for employee and eligible dependents; generous annual, sick and personal leave; 19 paid holidays; tuition assistance and tuition waiver based on eligibility guidelines; opportunity to enroll in retirement accounts (403B or Maryland State Retirement System based on eligibility guidelines); voluntary retirement account with TIAA or Fidelity, employee paid short term disability, employer provided basic life insurance and accidental death insurance, and employee paid voluntary life insurance, access to Fitness Center, and library. For more information Employee Benefits | Cecil College

This is an exempt (salaried) position; Grade 113 (pay scale: $51,005-$81,609). The budgeted salary and offer will be between $51,005-$54,000 based on budget. Applicants' initial salary placement is based on internal equity and relevant candidate experience. This position is not eligible for overtime.