Coordinator of Academic Affairs-Mountwest Community & Technical College-Cabell Co.

State of West Virginia•Charleston, WV

43d•Onsite

About The Position

Provides complex independent administrative and mission support for the Chief Academic Officer and academic unit, with additional specific administrative duties for the Division of Workforce

Requirements

Requires a minimum of an associate's degree with 3 years of experience in office administration; Applicants are encouraged to apply if they have relevant experience but do not meet all requirements or have experience in all the listed duties.
Licensure/Certification Required: Possession of a valid/current driver's license.
Excellent communication with colleagues.
Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
Ability to maintain confidentiality.
Ability to work independently.
Thorough knowledge of office management, procedures and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Strong interpersonal skills with the ability to maintain a professional demeanor while interacting with customers either in person or over the telephone.
Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within the organization.
Demonstrated ability to apply solid judgment, discretion and initiative in performing a variety of complex administrative tasks.
Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
Proven ability to type with speed and accuracy.
Proven ability to be tech savvy and use multiple programs, including excel, Microsoft word, Banner (Banner experience is not required), Outlook, and more.

Responsibilities

Develops work flows and processes and ensures that daily operations of the office go smoothly.
Document and develop policies, procedures, guiding documents, handbooks, and more.
Maintain and manage regular office functions, such as creating reports, data entry, filing, mailings, managing calendars, greeting and assisting visitors, answering phone calls, emailing, and organizing and digitizing files.
Create agendas, take notes, and manage meetings for the department, including follow-up of task completion.
Maintain and create the academic calendar and schedule in Banner.
Facilitate the scheduling of meetings through Outlook.
Manage room reservations on behalf of the CAO or unit.
Organize accreditation files, evidence, and other documents in SharePoint or other systems.
Ensure compensation handbook of faculty is maintained and kept updated in collaboration with Human Resources, and help with documentation of faculty pay.
Assist in communications throughout the academic unit under the direction of the CAO.
Provides effective coordination with various groups to gather information, provide guidance and communications from the administrator and monitor or coordinate various meetings and activities.
Attends on- and off-campus meetings (but primarily on campus) on behalf of administrator as requested and reports back on issues of importance.
May serve on committees and task forces as requested.
Manages and coordinates special projects for the administrator.
May supervise maintenance of web pages relating to administrator's office or for events sponsored by office.
Coordinates all travel arrangements for the administrator and units.
Manage the schedule for classrooms and for the department of Academic Affairs.
Serve as the purchasing card holder for the academic unit.
Participates in training and professional development sessions to enhance job performance.
Performs related duties as assigned or as directed.
Manage, keep record of, and format course outlines and syllabi in collaboration with faculty.
Add courses and other information to Banner such as text book information, course requirements, descriptions, course outcomes, modalities, and more; look up academic information in Banner.
Manage room scheduling for classrooms and ensure efficiency.
Take minutes for all assigned academic committees.
Assist in the organization of advisory committee meetings as needed.
Assist in creating, maintaining, and organizing accurate documents related to assessment data.
Assist in the organization, documentation, and record-keeping of curriculum meetings and curriculum documents.
Organize and attend curriculum meetings, take minutes.
Follow up with faculty for completion of agenda items.