Academic Office Manager, School of Technology, Trades, Business, and Hospitality

Requisition Number: AS987P Job Title: Academic Office Manager, School of Technology, Trades, Business, and Hospitality Pay Rate: $30.21 - $33.23 hourly Position Type: Support Position Summary Manages daily academic office functions for assigned programs across the School of Technology, Trades, Business, and Hospitality (Accounting, Business, Computer Science, Cybersecurity/IT, Economics, Engineering, and Mathematics). This position reports to the Assistant Dean for the School of Technology, Trades, Business, and Hospitality and works in collaboration with school leadership (AVP/Dean, Assistant Dean), faculty leads, faculty (FT/Adjunct), and students to implement and manage academic and administrative processes for assigned programs. This role, in coordination with the Assistant Dean and other Academic Office Managers within the school, manages schedules for programs within the school, budgets/purchasing for assigned programs, faculty contracts, and workload reports. This individual must work effectively with diverse constituencies and communicate clearly and effectively with school administration. Essential Duties and Responsibilities Serve as a primary point of contact for the facilitation and execution of schedules, faculty contracts, payroll, purchasing, budgets, and facilities management for assigned programs within the School of Technology, Trades, Business, and Hospitality. Build and maintain course schedules for assigned programs, in collaboration with school administration. Ensure classes are scheduled for the correct amount of meeting time for the number of credits, session, and format; assign instructors and pre-assign rooms. Monitor enrollment status and wait lists and notify faculty leads and Assistant Dean when caps should be raised, new classes added, or existing classes cancelled due to low enrollment. Compile and maintain a relational database to include course schedules, historical data, faculty demographics, pay rates, as well as instructor reassigned/banking and overload credits for assigned programs. Analyze data and create session workload reports for dissemination to relevant stakeholders including the Assistant Dean, the AVP/Dean, and TLSS leadership. Develop and review payroll reports for assigned programs. Analyze data for accuracy for use in preparing letters of assignment for full-time and adjunct faculty listing course assignments and compensation. Provide PeopleSoft reports with final contract data to payroll. Manage budgets and reporting for assigned program accounts. Analyze and reallocate funds. Approve escalated procurement documents. Analyze prior year budget data and make recommendations for annual budget development in collaboration with the Assistant Dean. Manages procurement processes for assigned programs. Tracks expenses and submits receipts to Finance. Coordinates purchasing for specialized equipment and materials as needed. Maintain an in-depth understanding of assigned programs to work collaboratively with faculty leads and Assistant Dean. Serve as a point of contact for students, faculty, and external stakeholders regarding program-specific issues, inquiries, course scheduling, and academic support services. Create and execute PeopleSoft queries and reports for comprehensive analysis of assigned programs. Verify data and interpret output for use in various reports and summaries for Faculty Leads, Assistant Dean, the AVP/Dean, and other College officials. Coordinate with the Assistant Dean and the Bookstore to facilitate book orders for assigned programs, ensuring timely textbook adoption processes and managing specialized publications and materials. Create surveys, track responses, compile and analyze data to produce statistical reports for use as supporting data for program review, enrollment trends, and CTE program assessment for assigned programs. Assist with hiring faculty and staff for assigned programs. Manage the collection of documentation required for submission to Human Resources and Payroll. Orient new faculty and staff to program-specific business practices. Serve as administrator of Evaluation Kit for assigned programs in conjunction with the Office of Distributed Learning. Coordinate student evaluation processes across diverse program formats and delivery methods. Coordinate and/or process faculty requests for classroom-related equipment and materials for assigned programs. Utilize 25Live scheduler software to optimize room usage and coordinate specialized lab and equipment scheduling. Interpret and adhere to academic policies and procedures, administrative business processes, CTE regulations, and FERPA regulations for assigned programs. Provide backup support to other Academic Office Managers within the school during peak periods, absences, or special projects as needed. Serve on college-wide committees, task-forces, and planning groups. Attend meetings and disseminate information as needed. Foster positive collaborative relationships with other academic departments and college business offices. Assist the Assistant Dean for the School of Technology, Trades, Business, and Hospitality with planning and hosting the Program Advisory Committee (PAC) Meetings (min. 2 per year) for the Cybersecurity/IT, Business/Economics, and Accounting Programs and serve as the secretary for the PACs. Maintain confidentiality and integrity in all matters for assigned programs with varying regulatory and professional requirements. Other duties as assigned. Required Minimum Qualifications Associate degree Ability to work collaboratively and understand the dynamics of an academic setting across multiple disciplines and program types Ability to manage multiple projects and meet multiple deadlines Proficiency in the use of technology, including relational databases, spreadsheets, Microsoft Office Suite, and PeopleSoft (Campus Solutions and Financials) or similar enterprise systems and specialized software coordination Knowledge of FERPA regulations Excellent customer service and communication skills Ability to achieve a high degree of accuracy with great attention to detail Ability to work independently Organizational, analytical, and innovative critical-thinking skills Desired Qualifications Bachelor’s Degree Four (4) to six (6) years’ relevant experience or equivalent combination of education and experience, preferably in an academic environment with exposure to both academic and career/technical education programs Demonstrated analytical, organizational, planning, and technical skills Mastery of Microsoft Office Suite, PeopleSoft or other enterprise systems, course evaluation programs (EvaluationKIT), course management programs (Blackboard, Knewton), email systems (Outlook), 25Live scheduling software, document management systems (PerfectForms/Perceptive Content), and standard office technology and equipment Knowledge of and/or experience supporting CTE Program Advisory Committees or industry partnership activities Excellent verbal and written communication skills Work Schedule 8:30 AM – 4:30 PM, Monday to Friday Full/Part Time Full Time Telework Eligible Yes Essential Personnel No Benefits 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! (Full list of FCC benefits can be found at EEO Statement Frederick Community College is committed to the principles of equal opportunity and strictly 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. #J-18808-Ljbffr Frederick Community College