Part-Time Academic Affairs Coordinator

Ocean County College•Main Campus - Toms River, NJ

About The Position

This position serves as a primary point of contact and subject-matter resource for students, college personnel, and the general public seeking information about or services offered by the School of STEM. The position independently performs complex, sensitive, and confidential administrative and operational functions and provides advanced technical and operational support to the Dean and other designated departmental leadership. The position leads the planning, coordination, and execution of departmental events and meetings, exercises a high degree of independent judgment, and proactively identifies and resolves administrative, operational, and service-delivery issues to support departmental goals.

Requirements

Associates Degree.
Three years of work experience in an office or client service setting.
Ability to handle and safeguard confidential and sensitive files, documents and related information; serve as the first point of contact and track appointments and meetings.
Demonstrated ability to establish positive relationships with the general public and other constituents served.
Prior experience with Microsoft Office Suite and familiarity with a database system and the ability to retrieve data and create professional documents, correspondences and reports.

Nice To Haves

Bachelors Degree.
Prior experience in an academic or student affairs office within a college setting.
Recent experience working with Ellucian/Colleague.

Responsibilities

Serves as a first point of contact and trusted information resource for current and prospective STEM students, college personnel, faculty, parents, and the general public regarding academic programs, scholarships, and services.
Independently assesses inquiries, resolves routine to moderately complex issues, and escalates sensitive or high-impact matters to appropriate administrators, the Assistant Dean, or the Dean as needed.
Independently manages a broad range of sensitive and confidential records, correspondence, and inquiries, including oversight of daily mail operations.
Provides advanced administrative and confidential support to designated administrators, including preparing, transcribing, and distributing meeting minutes and follow-up documentation.
Collaborates closely with leadership to support the integrity and maintenance of student records using designated software and database systems, ensuring accuracy, compliance, and timely updates.
Drafts reports, updates, and maintains School of STEM website content and related communications, ensuring accuracy, consistency, and alignment with school priorities and institutional standards.
Maintains comprehensive and confidential administrative, financial, and operational records.
Prepares and processes purchase requisitions, memo invoices, and other financial transactions for management review and approval.
Oversees inventory management of office supplies and faculty instructional materials to ensure operational continuity.
Provides advanced support for academic scheduling processes, including assisting with projected and master class schedules.
Distributes and maintains faculty schedules, prepares onboarding and orientation materials for new adjunct faculty, oversees timely textbook submissions, and coordinates orders with the College Bookstore.
Leads and coordinates assigned mailings and special communication initiatives, exercising independent judgment to meet established deadlines and support departmental objectives.
Plans, coordinates, and supports meetings and events, managing logistics, materials, and scheduling to ensure efficient execution.
Serves as a technical resource for personnel and acts as the primary liaison with Information Technology to troubleshoot, escalate, and resolve system and application issues.
Related duties, projects and initiatives as assigned.