Academic Office Specialist

Compensation Type: Hourly

Compensation: $18.50

Job Summary

The Academic Office Specialist provides general administrative, clerical, and project support for an academic department. This role utilizes basic or advanced office and research skills depending upon position assignment and skill level demands. The incumbent assumes responsibility for administrative, clerical, and support tasks specific to the academic department. This position supports the academic functions of all department programs, programmatic accreditation functions, faculty, and Chairperson.

ESSENTIAL JOB FUNCTIONS

Office Support

• Provides administrative and clerical support to Chairperson, faculty, and staff. Maintains and sets up a filing system that is virtual and physical.

• Files, organizes and cross-indexes files. Completes and processes forms, records, and other documents in accordance with established procedures.

• Assists the department in scheduling meetings, including invitations, parking passes, and room scheduling. Assists with special events by coordinating rooms and partnering with other departments to ensure successful set-up and execution of special events. Coordinates the digitization and maintenance of files and multimedia materials for use in classroom.

• May be assigned to originate correspondence on behalf of Chairperson and maintain signature authority on delegated routine matters. Maintains confidential or sensitive records and information

Academic Support

• Works with faculty, Chairperson, and Curriculum Management to setup/modify course sections each semester. Works with faculty to obtain contract "load and reassigned time" forms each semester, submit to the Chairperson for review/approval, and enter approved information into system of record.

• Register students, as requested by Chairperson and Advisors. Works with Office of the Executive Vice President - Administrative Operations (EVPAO) to ensure faculty/adjust load information is accurate every semester.

• Runs faculty workload reports for the Chairperson. May also review and provides feedback to the Chairperson regarding faculty workload reports.

• Works with Central Scheduling and EVPAO to ensure all classroom/lab room capacities, and software information is accurate.

• Assists Chairperson with departmental accreditation activities.

• Provides direct support to department Lead Instructors and Program Coordinators, as needed.

• Assists with the department work study students to ensure projects are completed. Works with faculty and the Print Shop to ensure all marketing materials are current and an adequate supply is available.

• Utilizes programs to help edit program webpages as needed

Customer Service

• Provides customer services within assigned department or functional area to students, general public and others by furnishing and obtaining information; resolving routine problems; assisting with procedures, processes and requirements; performing other customer service responsibilities, as necessary.

• Maintains exceptional public relations and customer service to the general public, students, faculty, staff and others.

• Greets and routes students and other visitors to the appropriate place, answers telephone, routes calls, takes messages, and provides general information about the department.

• Monitors department e-mail account and distributes/responds appropriately.

• Furnishes and obtains information and works to resolve issues with the Chairperson. Assists with setting up interviews and provides applicant information, as requested. Communicates with faculty and staff regarding messages and student questions in a timely manner.

Facilities & Financial

• Monitors budgets and works with Chairperson to initiate/submit budget transfers, as necessary. Monitors the program budget accounts and informs the Chairperson and faculty, as appropriate, on the amounts left in the accounts, as needed.

• Orders office and classroom supplies, as necessary.

• Reconciles P-Card statement monthly.

• Organizes the ordering and storing of supplies as needed.

• Acts as liaison between Bookstore and faculty for textbook adoptions and classroom supplies. Initiates work orders such as housekeeping, general maintenance, etc. and follows through until completion.

Culture of Respect

• Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.

OTHER DUTIES & RESPONSIBILITIES

• Other duties as required.

• Attends all required department meetings and training.

• Works a flexible schedule including overtime as required and approved to meet workload demands.

MINIMUM EDUCATION AND EXPERIENCE REQUIRED

• High School Diploma or GED.

• One (1) year's experience in a customer service position

• An appropriate combination of education, training, coursework, and experience may qualify a candidate.

LICENSES AND CERTIFICATIONS

• State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).

WORKING CONDITIONS

• Normal office working conditions. Regular exposure to moderate noise typical to business offices.

CSCC has the right to revise this position description at any time. This position description does not represent in any way a contract of employment.

Full Time/Part Time:

Full time

Union (If Applicable):

Scheduled Hours:

40

Additional Information

In order to ensure your application is complete, you must complete the following:

• Please ensure you have all the necessary documents available when starting the application process. For all faculty positions (Instructor, Annually Contracted Faculty, and Adjunct), you will need to upload an unofficial copy of your transcript when completing your aplication.

• Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application.

If you are a current employee of Columbus State Community College, please log in to Workday to use the internal application process.

Thank you for your interest in positions at Columbus State Community College. Once you have applied, the most updated information on the status of your application can be found by visiting your Candidate Home. Please view your submitted applications by logging in and reviewing your status.