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Position Summary
Provide administrative support for the Academic Affairs Office, with specific responsibility for adjunct faculty applicant tracking and adjunct/overload pay calculations. Responsibilities include but are not limited to the
Major Functions listed below. This position will also provide support as needed to VP and Associate VP of Academic Affairs
Essential Job Duties- In coordination with the administrative assistant, help with the day-to-day operation of the Academic Affairs Office; answer telephone and greet visitors, providing information accurately and professionally; and type or key in a variety of documents, composing correspondence as directed and proofreading work for accuracy.
- Receive, record, and maintain adjunct faculty applications and distribute as appropriate to administrators, site directors, division chairs and/or Human Resources.
- Coordinate and prepare adjunct/overload pay requests and submit to Payroll Accountant in timely manner.
- Generate, distribute, and manage adjunct, overload, and special contracts.
- Assist the VP and Division chairs in class schedule preparation.
- Create and maintain databases as needed to fulfill assigned responsibilities.
- Maintain and update the Adjunct Handbook and Instructional Council Handbook.
- General office duties such as preparing requests for supplies, travel, and equipment for the Academic Affairs administrators; supervising work-study students; maintaining filing system; distributing mail; and other duties as needed.
- Provide clerical support for faculty as needed.
- Cross-train with Academic Affairs Administrative Assistant as needed.
- Perform other related duties as assigned by the VP and/or Associate VP.
Required Knowledge, Skills & Abilities- Bachelor’s degree or equivalent in education/experience preferred.
- Four years full-time related work experience.
- Well-developed spelling, grammar, and proofreading skills.
- Ability to key routine documents at a level normally acquired through one year of touch-typing course work or on-the-job training.
- Ability to create and maintain Excel spreadsheets for pay calculations and other purposes.
- Ability to work in college-wide database system (Jenzabar).
- Ability to develop databases as needed to fulfill job responsibilities.
- Knowledge of and ability to use relational databases to track a variety of information.
- Knowledge of general office procedures and office filing systems.
- Ability to perform multiple tasks and remain calm during frequent interruptions.
- Ability to establish and maintain positive working relationships with other employees, including obtaining information from faculty as needed to complete assigned duties.
- Ability to handle confidential material judiciously.
Preferred Knowledge, Skills & Abilities
Equipment/Software- Information Technology abilities required:
- Skills necessary to utilize computer to manage and improve instruction.
- Ability to operate a computer using Windows environment.
- Ability to operate a computer within the Crowder College network environment.
- Ability to utilize email.
- Ability to perform basic Microsoft Office 365 components (MS Word, MS Excel, MS Power Point)
- Ability to perform basic Learning Management System functions.
- Ability to use MS Access database applications
- Ability to create publications using MS Publisher
- Ability to use Acrobat Adobe Pro
Positions Supervised- Work-Study
- Generally, indoors in a normal office/classroom/clinical environment with minimal exposure to temperature changes, noise, dust or chemicals.
- Travel to other instructional sites occasionally required.
- A neat appearance and appropriate businesslike apparel are required.
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical- Generally sedentary work but will involve mobility within the campus and various sites.
- Input, access and distribute information using computers.
- While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle or feel; reach with hands and arms; stoop, kneel, or crouch; and talk or hear. Specific vision abilities required by this job include close vision.
- The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to concentrate on assigned tasks and pay close attention to detail.
- May sit at a workstation for up to three (3) hours at a time.
Creative and Analytical Skills- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to devise or modify methods or processes to solve specific problems.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Language/Communication Skills- Effective telephone communication skills, including ability to obtain and provide information verbally.
- Ability to understand oral or written instructions, and to ask appropriate questions for clarification.
- Ability to read and write English in order to proofread and perform grammatical and spelling edits.
- Ability to communicate effectively with a variety of people, including staff, students and the general public, in both written and oral mediums.
- Ability to interact with a broad range of people both on and off campus in a positive manner.
CROWDER COLLEGE RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS POSITION DESCRIPTION IN ANY WAY THE INSTITUTION DESIRES. THIS POSITION DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL JOB DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS POSITION DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” THE AFOREMENTIONED POSITION REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED INDIVIDUALS WITH A DISABILITY.
