Academic Affairs Associate

Metropolitan Community College (Kansas City)•Omaha, NE

4d•$24

About The Position

The Academic Affairs Associate is a critical team member in coordinating efficient operations of the Dean’s Office. This position analyzes and interprets problems to provide an avenue for most appropriate resolution and assists the Dean to best serve students, faculty, staff and the community at the College.

Requirements

Knowledge of College-supported software and computer systems.
Knowledge of budget management.
Ability to plan, use time management, organizational skills and pay close attention to detail.
Strong verbal and written communication skills.
Ability to demonstrate a cooperative, professional demeanor, while maintaining confidentiality.
Strong multi-tasking and problem-solving skills while working with a variety of clients.
Ability to work well with minimal supervision in a team-oriented environment.
Ability to use general office equipment including, but not limited to telephone, computer, copier, scanner and fax machine.
Ability to effectively work and interact with various cultures and ethnicities.
Associate’s Degree.
Four years of full-time work-related experience.
Equivalent combination of education and/or work experience considered.
Valid driver's license and insurability to drive college vehicles is required.
Must pass a background check.

Responsibilities

Manages the daily operations of the academic dean office.
Functions as the operational contact for communications with the Academic Affairs Office on projects and timelines to maintain the overall coordination and management of Academic Affairs.
Monitors the budget, creates, processes and tracks purchase requisitions and travel authorizations.
Purchases office supplies for dean’s office, faculty, staff and classrooms.
Purchases software and equipment for faculty and discipline- (program area) specific classrooms.
Purchases instructor resources.
Processes reimbursement vouchers.
Responsible for department P-Card purchases and reconciliation of monthly purchases.
Guides and supports full- and part-time faculty with faculty contracts, scheduling of classes, and the management, updating, and distribution of appropriate course materials, including but not limited to course outlines, syllabi, and books.
Reviews quarterly and annual faculty loads for full- and part-time faculty.
Monitors, analyzes, troubleshoots and reports irregularities to dean.
Collaborates with dean of exceptions needed.
Creates and edits class schedule from annual roll-over.
Distributes annual schedule to full- and part-time faculty.
Receives class assignment requests and assigns faculty to classes appropriately.
Processes and distributes quarterly staffing letters for faculty to review and confirm their quarterly class assignments.
Coordinates annual catalog revisions with faculty collaboration.
Updates course outlines on website accordingly.
Collaborates with community agencies on grant-supported projects and programs, service learning projects, and program promotions.
Designs and edits program and discipline (program area) web pages, staff share, and Sharepoint with dean and faculty.
Produces and processes multiple written documents for daily operations of the academic dean area.
Researches and compiles information needed for reports and projects the dean is presenting.
Compiles quarterly book orders for academic department to the bookstore.
Researches and resolves any issues with publishers, faculty, and bookstores.
Maintains and orders desk copies and instructor ancillaries.
Coordinates the evaluation of instruction and actively participates in the decision-making for determining related processes, including student feedback forms, full- time annual evaluations and part-time observations.
Procures substitutes for classes.
Processes and tracks contract pay adjustment, substitute faculty authorization forms, and annual leave forms for full- and part-time faculty.
Informs students and other personnel about canceled classes or instructor(s) late arrival when necessary.
Enters quarterly non teaching contracts for full- and part-time faculty.
Receives, processes and tracks adjunct timecards, and part-time pay forms.
Acts as backup approver for the dean on electronic timecard system (KRONOS).
Reviews quarterly syllabi and faculty schedules for academic area to ensure that all requirements are met.
Advises and counsels faculty and students with academic concerns.
Evaluates student complaints and issues through problem-solving techniques to determine appropriate avenue for resolution.
Uses Microsoft OneNote to track student issues.
Works with Secondary Partnerships to schedule classes and assign instructors.
Reviews and processes quarterly dean scholarships, handles communication to the applicants and student accounts.
Provides a broad array of administrative support for the dean.
Independently assesses, prioritizes, and coordinates work to meet various instructional and program needs with various deadlines.
Schedules appointments and meetings for dean and academic department.
Coordinates events and special projects planning for academic area.
Handles communications, arranges meetings, and prepares advisory committee meeting minutes.
Completes facility and resource requests needed to secure rooms and equipment for meetings and events.
Schedules and maintains program-specific classrooms.
Coordinates with IDS (Instructional Design Services) for IT (Information Technology) classroom and event needs.
Receives and manages adjunct faculty applications via Human Resources website for the academic area.
Schedules interviews and processes appropriate new employee paperwork for full- and part-time instructors.
Prepares brochures and flyers.
Coordinates with Marketing for program brochures to promote programs.
Trains and supervises work-study students or part-time temps.
Manages child abuse registry background checks for academic disciplines, when applicable.
Consistently and dependably attends work, activities, and functions as scheduled or assigned.