Administrative Specialist

Administrative Specialist for English as a Second Language (ESL)The Administrative Specialist for English as a Second Language (ESL) supports the Associate Dean of the ESL program, working closely with the Associate Dean, faculty and staff to ensure the office functions smoothly, efficiently, and professionally.Essential Duties & Responsibilities & Knowledge Skills & AbilitiesAdministrative Operational Support:Approve and submit timesheets for adjunct faculty, including reminders for time entry and ensuring correct allocation of teaching and training hours.Create and update custom timesheet templates for tracking teaching and prep hours for 35+ adjunct instructors.Schedule, reschedule, and manage meetings; record and distribute meeting minutes.Maintain digital and physical organization systems for faculty folders, student files, and curriculum resources.Utilize various software systems, including Banner, Etrieve, Adobe, Canvas, Microsoft Office Suite, and email platforms to efficiently manage administrative tasks, maintain records, and support departmental operations.Interpret and adhere to college policies and procedures in the execution of daily responsibilities, ensuring institutional compliance and consistent support of academic and administrative processes.Manages the scheduling and registration process in collaboration with industry partners to deliver off-site classes.Student Services; Registration:Provide in-person, phone, and text-based assistance to students regarding ESL offerings, registration, general applications, placement testing, scholarships, and college resources (e.g., child care, jobs, Bruin Pantry).Administer placement tests in person, over the phone, and in collaboration with advisors remotely; set up labs for placement testing.Conduct enrollment overrides and exceptions (e.g., drops, late adds, section changes) for students, advisors, and faculty.Assist with open house and registration events at multiple campuses.Faculty Support & Communication:Serve as primary point of contact for 35+ adjunct instructors; distribute curriculum updates, teaching assignments, sub coordination, and materials.Assist with on-boarding and training of new hires, including classroom access, time entry, parking permits, and instructional resources.Draft and send program-wide communications, including urgent updates, scheduling changes, and meeting reminders.Develop and conduct surveys to gather feedback on class preferences, schedules, and locations.Curriculum Instructional Management:Update and prepare master syllabi each semester, including date alignment, lesson revisions, and assignment updates.Collaborate with eLearning and Canvas support to update and troubleshoot curriculum modules, link errors, and ADA compliance issues.Import Canvas courses and update Syllabi every semester.Support faculty in handling challenging classroom scenarios, student conduct, and attendance issues.Deliver and organize textbooks and teaching materials for all faculty; oversee textbook purchasing, inventory, and labeling.Technology, Canvas; Testing:Coordinate lab usage and laptop cart scheduling each semester by working with the Scheduling Office.Ensure Canvas course shells are correctly structured with updated tests, assignments, and access permissions.Collaborate with Testing Services to align exams with accommodation and audio policies.Student Experience Program Promotion:Assist with student orientation, Canvas tutorials, and scholarship setup.Promote ESL classes through flyers, social media, registration reminders, and campus events.Support international students by verifying credit requirements and coordinating with the International Office.Project; Event Coordination:Organize Certificate Ceremonies, including room reservations, printing certificates, preparing agendas, coordinating food/decor, and working with donors.Coordinate student observers or volunteers from outside institutions for class visits and accreditation requirements.Assist with department-wide projects including scanning, uploading curriculum, and compiling data for strategic planning.Purchasing; Resource Management:Manage textbook and instructional material purchasing from third-party vendors (e.g., Cambridge, Cengage).Maintain inventory of department computers and laptops, collaborating with IT for updates and repairs.Submit purchase requests and complete purchasing reports for classroom and office needs.Cross-Department Collaboration:Work with advisors, admissions, testing, the Registrar's Office, and International Office to guide students through all steps of enrollment.Coordinate with Scheduling to reserve classrooms and labs.Develop new registration processes in collaboration with Registrar's Office and advising.Serve as liaison for troubleshooting and problem-solving across college departments to support student success.Faculty Hiring; Scheduling:Participate on hiring committees for adjuncts and part-time staff: prepare interview questions, set up interviews, contact applicants, and verify references.Coordinate teacher availability and class preferences to create semester schedules across four campuses.Other duties as assignedKnowledge Skills & Abilities:Manage general affairs of the English as a Second Language department in the Salt Lake Technical College.Disseminate general information to students and employees.Direct student complaints to appropriate departments, and safeguard confidential information.Coordinate interoffice and intra-departmental communication.Update and distribute notes and curricular items within the ESL Department and the Dean.Attend calendaring meeting with Administrative Assistants to the Provost.Coordinate and prepare handouts for departmental training sessions.Maintain frequent College-wide contacts with academic/student affairs offices including: Office of the Registrar, Scheduling Office, Admissions Office, Testing Center, International Student Office, and other related departments.Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.Skills:Perform a variety of clerical functions for the Associate Dean's office and other related department personnel, including the operation of computer and office equipment to compile, write and edit high-quality finished memorandum, correspondence, reports and email and maintain office files.Perform receptionist and administrative duties, maintain calendar for the Associate Dean, screen calls and relay messages, schedule meetings, order office supplies and make travel arrangements.Take, transcribe and distribute detailed notes/minutes for a variety of regularly scheduled department meetings.Proxy for payroll time entry review and approval.Provide office budgeting and purchasing functions, including processing fiscal and budgetary documents such as office requisitions, inventories, employment records, and budget reconciliation and create spreadsheets for gathering data and tracking expenses.Assist with maintaining and updating academic records.Other duties as assigned.Minimum qualifications:Associate degree or two (2) years post high school.Three (3) to six (6) years of related full-time experience.Education and relevant experience may be substituted when the minimum qualification does not require a specific degree, license, certification, accreditation standard, or other requirement for which substitution would be inappropriate.Preferred Qualifications:Prior experience in higher education, preferably a community college.Fluent in Spanish.Strong proofreading and copy-editing skills.Strong technology skills, including ability to format documents and proficient use of Microsoft Office Suite.Salt Lake Community College is Utah's largest open-access college in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah's fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students' lives to strengthen its surrounding communities. SLCC employees work at 8 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment. Salt Lake Community College seeks and values contributions from each community member and welcomes new perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation occurs when we can