Academic Administrative Assistant

POSITION SUMMARY: 

The Academic Administrative Assistant provides support for the Academic Dean, full time and adjunct faculty, Program Directors and Coordinators, skills laboratory personnel and students. The Academic Administrative Assistant also maintains student and divisional records and performs office duties in a professional manner.

 ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE:

• Processes a large volume of purchase requisitions, open P.O.’s and direct pays. Track departmental purchases and maintain supporting documentation to facilitate budget planning, reporting, and budget request submissions. 


• Generates and maintains semester assignment sheets for full-time and part-time instructors, ensures accurate credit and contact hour adjustments, maintains related documentation in designated divisional folders, and distributes finalized assignment information and supporting materials to adjunct and full-time faculty.

• Prepares and calculates payroll worksheets every semester for adjunct faculty on the spreadsheet template including, independent study and overload pay for full-time instructors.

• Provides administrative support with the faculty hiring process, including scheduling interviews, maintaining and updating electronic files and hiring records in appropriate divisional repositories, tracking required documentation, and supporting onboarding activities for full-time, adjunct, and College Credit Plus (CCP) instructors.

• Enters and maintains data in the Student Information System pertaining to semester class schedules, class cancellations, posts class cancellations on Terra State’s website.

• Provides administrative support for the faculty syllabus process, including distributing reminders, reviewing submissions for required information and Senate Bill 1 requirements, maintaining syllabus documentation, routing submissions to the Dean for final approval, and providing digital copies upon request.

• Assists the Academic Deans with planning and coordinating division-sponsored events, including Advisory Board meetings, Welcome Back Week(s), community outreach activities, and special events; record and maintain meeting minutes and supporting documentation; ensure records are organized and maintained in appropriate divisional folders; and distribute relevant materials, communications, and resources to faculty, staff, and external partners.

• Reviews textbook adoptions through the eCampus FAST system and coordinate with the eCampus textbook coordinator to support both part-time and full-time instructors. This includes communication of schedule changes to faculty and eCampus textbook coordinator to ensure all textbooks are adopted as required.

• Refers students to the appropriate faculty or staff for advising and counseling. Interacts with student on behalf of the division.

• Provides administrative support for the division, including scheduling appointments, room reservations, preparation and distribution of materials, creation of statistical data, and maintenance of divisional records. Supports faculty with accreditation and program review activities, including site visits, self-studies, documentation, and instructional supplies.

• Prepares, documents, and maintains official minutes for institutional committees, including but not limited to, CASA, Assessment, and Academic Affairs Division Meetings, as well as program advisory committees; and maintains accurate, organized, and properly archived advisory membership records and related documentation.

• Assists with administrative tasks related to reviewing, updating, and maintaining College Catalog content for the Academic Division programs or concentrations.

• Serves as a central point of contact for divisional communications by answering and routing calls, creating and distributing mass communications, maintaining documentation and records, and assisting the Academic Dean with faculty outreach related to required College processes, reporting deadlines, scheduling changes, class cancellations, attendance verification, grade submissions, and other administrative needs.

• Completes other duties assigned.

EDUCATION AND/OR WORK EXPERIENCE:

• Associate’s Degree in Office Administration or equivalent from a two-year college or technical school preferred.


• Three years related experience and/or training.


• Or equivalent combination of education and experience.

OTHER SKILLS AND ABILITIES:

• Must possess confidentiality and good judgment skills along with independent and problem-solving skills


• Must dress in business professional attire that appropriately represents the academic division office.


• Trained in Banner and E-req purchase order software.


• Demonstrated proficiency in Microsoft Office Suites (MS Word and MS Excel at intermediate level and MS PowerPoint and MS Access) required.


• Ability to effectively communicate and interact with diverse employee work groups and at times, with difficult people.


• Ability to effectively direct visitors, employees, or students who have questions or issues that require action to the appropriate Deans of the College, or to schedule a meeting with the Vice President of Academic Affairs.


• Ability to multitask in a dynamically changing environment is critical.


• Troubleshoots minor problems with office equipment and calls for service and/or maintenance when necessary.

CERTIFICATES, LICENSES, REGISTRATIONS:

Not applicable.

PHYSICAL DEMAND:

The physical demands described here 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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

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:

• The noise level in the work environment is usually moderate.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.