General Job Description Act as liaison between the Academic Department and the faculty, staff, and University community. Assist with researching and compiling documentation as directed for accreditation. Maintain and distribute the Academic department personnel's schedule as required. Assist with scheduling, coordinating, attending, taking notes, and compiling minutes from Academic events and meetings such as PAC, Curriculum, Assessment, departmental, and staff meetings. Maintain and order office supplies for the VPAA's Office. Assist with maintenance of faculty files and credentialing documents. Coordinate and track various academic document collection and storage. Run routine reports. Assist with other special projects as needed. Extensive use of student database, accreditation software, learning management system, and expertise with Microsoft Office suite (especially Word, Excel, and Outlook) will be required.
Daily Responsibilities - Answer telephone calls in a timely manner and forward messages to recipients
- Prescreen and review faculty documents and qualifications
- Ensure the faculty paperwork are completed and are in compliance with accreditation standards
- Update and audit electronic faculty files and faculty database
- Run routine reports and disseminate information and updates daily
Weekly Responsibilities - Assist with preparation of agendas and minutes for routine meetings as appropriate
- Assist with document collection and organization as needed for members of the VPAA's Office
Monthly Responsibilities - Ensure instructors are cleared for all courses they are teaching by validating approved Faculty Course Clearance (FCC) forms
- Monitor FCCs per term, meaning that all faculty teaching in any term have an FCC on file per course
- Update and maintain faculty files for accreditation, human resources and personnel reports
- Attend academic meetings as appropriate; take and compile meeting minutes as needed
- Track orders, purchases, and invoices for VPAA's Office and ensure payment is processed and received on time.
- Assist with information collection and document archival for accreditation projects in accreditation software system.
- Create and compile meeting minutes from various team meetings for campuses and regional team.
- Assist with coordinating, monitoring, collecting documents, disseminating minutes and other information for initiatives for Institutional Effectiveness, Faculty Development, and Course Development, especially in relation to the University's learning management system.
Quarterly Responsibilities - Review and update the Institutional Effectiveness campus master plan
- Assist in compiling documents, minutes and reports as necessary under DOE guidelines and accreditation standards
- Assist with coordinating events such as Program Advisory Committee meetings, periodic staff meetings and trainings, and others
Annual Responsibilities - Conduct faculty file audits
- Assist with coordinating events such as annual graduation ceremony, Faculty Convocation and others
- Review and update job description
Qualifications: - Must have knowledge of Word, Excel, Outlook
- Works well under pressure, multi-tasking, and a team player
- Excellent spoken and written communication skills.
- Strong interpersonal skills.
- Candidate must have a Bachelor's Degree from a 4 -year college or university; and 1-2 years related experience and/or training; or equivalent combination of education and experience.