Coordinator, Division Operations - San Jac Online

San Jacinto•Pasadena, TX

2d•Hybrid

About The Position

Provides operational and administrative support for the strategic scheduling and management of online courses. This role ensures the accuracy of online course offerings, facilitates faculty workload coordination, manages budgetary and financial processes, and supports compliance with accreditation and regulatory standards. The DOC collaborates with administrators, faculty, and staff to optimize online enrollment, streamline scheduling processes, and maintain the operational efficiency of San Jac Online.

Requirements

Strong interpersonal skills and outstanding written and verbal communication skills.
Knowledge and experience in the areas of purchasing, budgeting, financial administration, financial reporting, and personnel administration are required.
Strong sense of attention to detail and importance of meeting deadlines and who can cope with several tasks simultaneously.
Initiative, self-starter, and analytical skills are mandatory.
Above average skills in the utilization of computer systems, including PCs to extract (query) and report on essential information.
Ability to work with minimal supervision and maintain confidential information required.
Associate degree
3 years’ related work experience

Nice To Haves

Higher education experience preferred
Bachelor’s degree

Responsibilities

Coordinate Online Course Scheduling & Enrollment Management. Support the development and maintenance of online course schedules, ensuring compliance with enrollment management goals. Assist in tracking online course cancellations, section management, and student registration compliance. Ensure course schedule accuracy in college catalogs, publications, and online platforms.
Coordinate contracts and purchasing of goods and services, including preparation and evaluation of quotes and bids, and receipt of goods and materials.
Monitor, analyze, and track division expenditures, assisting with budget planning and revisions. Complete budget vs. cost analyses, expense projections, trend reports, and other financial reports as required. Process purchases and contracts for online education services, ensuring compliance with procurement guidelines.
Assist with recruitment of part-time faculty and maintain completed hiring paperwork for part-time faculty and students, which includes background check authorization, tax exemption forms, payroll deposit forms, retirement forms, and credentials and Statement of Employment Qualifications (SOQ) completion/verification.
Coordinate with faculty and staff payroll to ensure that worked and non-worked time and contact hours are reported correctly, and/or overloads and stipends are identified. Ensure that Faculty Workload reports, faculty/staff daily schedules, and Extra Service Agreements for full-time faculty are completed.
Manage the division's annual operational budget expenditures, including documenting disposals, assisting in physical inventory, and maintaining appropriate records.
Compile information; prepare data reports, and report on enrollment and certificate/degree completion, faculty workload, and other areas for Directors and Chief Officer for Online Learning.
Participate in activities associated with SACS accreditation, program accreditation, interview committees, appropriate training, and other miscellaneous college initiatives, as needed.
Compile and analyze data related to enrollment, course completion, faculty workload, and online student engagement. Provide reports on online course scheduling, student success metrics, and operational efficiencies.
Coordinate with administrative assistants to set up Advisory Committee meetings, departmental recruiting events, and curriculum revisions and submission.
General office duties and other duties as assigned including assisting dean with other projects, campus projects, training, etc.
Maintain room keys inventory and coordinate new keys and proximity cards as needed.
Coordinate distribution of documents for Enrollment Services. Ensure that grades and end of course folders have been submitted, reviewed, and approved.
Provides direct support to students as needed.