Assistant to the Dean, Liberal Arts

Wake Technical Community College • Southern Wake Campus, NC

2d

About The Position

This position provides support for the division dean, faculty, staff, public, students and other areas of the college. Support includes but is not limited to email and mail correspondence, staff training, adjunct payroll, travel, and budgeting.

Requirements

• Associate degree
• Five years of experience in an office environment
• Excellent written and oral communication skills
• Excellent customer service skills and interpersonal skills
• Ability to work with a high degree of accuracy in a fast-paced office environment
• Ability to maintain records accurately and be able to meet deadlines consistently
• Ability to maintain confidentiality and take measures to secure student and faculty records
• Intermediate to advanced knowledge of Microsoft Office including Word, Excel, and Access
• Ability to travel between campuses

Nice To Haves

• Experience in a Community College or other postsecondary setting
• Five years of experience supporting community college administration

Responsibilities

• Maintains Liberal Arts Division records and reporting, including all curriculum data, faculty/staff directory, faculty qualifications, professional development, advisory committee members, and CCL pre/co-requisites
• Responds to email and answers the phone, dispenses appropriate information, refers and screens calls when appropriate
• Takes initiatives to solve problems, division issues, and campus issues to assist the Dean
• Trains and manages workload and workflow for secretarial positions and work-study students
• Manages acquisitions, interprets financial reports, and applies data to maintain budget balances
• Prepares part-time contracts, contract amendments, and monthly payroll information; coordinates with accounting office for payroll issues
• Acts as liaison between Dean, faculty, and other areas of the college
• Processes and manages purchase orders and e-procurement requisitions
• Promotes university partnerships and attends university transfer meetings with current and prospective articulation partners.
• Manages and maintains university partnership agreements, updates transfer course lists and assist with training of faculty and others within the college.
• Collects and reports data on university program success and transfer partnerships.
• Routinely processes forms (travel, expenditure authorizations, etc.), and maintains an inventory of selected institutional forms
• Prepares and maintains instructor composite schedule
• Verifies all documents requiring the Dean 's signature for accuracy and completeness
• Prepares correspondence and/or information of a routine nature without instructions
• Orders office supplies and forms as needed; reviews and updates supplies inventory levels
• Prepares full-time temp request forms and non-instructional worksheets for HR to generate contracts; audits time sheets for accuracy for submission to HR
• Manages the process of adding/updating programs of study, curriculum data sheets, and catalog information
• Tracks, maintains, and reports all data for programs
• Prepares meeting agendas and prepares and distributes minutes
• Manages complex records and information systems, ensuring accurate organization, secure maintenance, and efficient retrieval of digital and physical documents.
• Delivers and picks up divisional mail from mail room; screens, prioritizes and processes mail
• Arranges for routine maintenance and repair of office equipment as necessary
• Manages assignment of resources (keys, computers, furniture, supplies) for division faculty and staff
• Updates and maintains division web site
• Coordinates all office moves
• Assists with the organization, planning, and execution of program events, and event planning for department functions for the service area
• Communicates with Security on any campus emergencies and with facilities on maintenance issues
• Participates in appropriate professional development activities

Benefits

• As an equal employment opportunity employer, Wake Tech values our workforce.
• Wake Tech is committed to reaching students in every part of Wake County and rallying around them to go as far as their dreams, talents and resilience will take them.
• As an institution of higher education, we are committed to valuing the unique experiences of the Wake Tech community.
• We strive to be self-reflective of the kind of student body we represent and the culture we are building, and we care deeply about supporting each employee's professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree