Academic and Student Affairs Operations Coordinator

JOB
Reporting directly to the AVP for Academic Affairs and Workforce Development, the Academic and Student Affairs Operations Coordinator provides oversight on key functions within the Academic and Student Affairs Division, including administration processes, budget management, supervising support staff, and data analysis for programs.

EXAMPLE OF DUTIES
Organizes, manages, and coordinates various and complex processes within the AVPs and Provost offices.Coordinates data collection to provide statistical information for Academic and Student Affairs.Records and assists in preparing budget(s).Supervises all support staff within the division, including providing leadership and training.Ensures the efficient and effective functioning of the division office, serving as the initial resource person.Maintains close contact with and acts as the primary assistant to the AVPs and Provost, furthering the college, school, and division directors' agenda and priorities, and assisting in managing and organizing the individual day-to-day activities.Provides oversight on a wide range of special projects for the division.Provides advanced-level office administration skills and leadership, including but not limited to coordination of data collection and entry, problem-solving, record-keeping, correspondence, and office management duties for the AVP's office. Manages special projects as assigned by the Provost Project Specialist or AVPs and identifies opportunities to improve policies, forms, or processes. Oversees new hire forms and onboarding checklist items for division directors to be completed. Supports the termination and off-boarding process and the completion of forms required.Coordinates with other departments, such as IT and Facilities, to process various requests.Coordinates schedules, arranges meetings, distributes memos, reports, and ensures that everyone is kept current with necessary deadlines and information.Prepares and compiles reports, forms, and other documents as required.Serves on College committees as assigned and leads small group sessions as requested. Records and transcribes minutes for various meetings and multiple assigned program advisory committee meetings. Provides project task recordings and monitoring as required.Assists with compilation and preparation of documentation for grant applications, external program accreditation, and new program applications as needed.Provides support to include preparation of documents supporting instruction, records, maintenance, data input, and the use of Banner.Assists with search committees to schedule interviews and arrange candidate travel.Functions as a resource to staff and provides training to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution.Stays updated on human resources updates to ensure division operating processes are current. Communicates with the public of the College, providing information to the students, faculty, staff, and general public.Manages event support, coordination, and efficient operational planning for seasonal and key events.Serves as backup and assists with covering duties of other staff during absences.Handles highly confidential information with discretion.Performs other duties as assigned by the Provost, Project Specialist, or AVPs.COMPETENCIESKnowledge, Skills, and AbilitiesCollaboration/Teamwork, Computer Software Skills, Customer Service, Data Analysis, Decision-making, Ellucian Banner, Internet Research, Interpersonal Skills, Leadership, Math Skills, Multi-tasking, Negotiation, Written Communication, Organizational Skills, Problem-solving, Project Management, Student Information System/ERP, Time Management, Typing/Word ProcessingSUPERVISORY RESPONSIBILITIESDirect SupervisorMultiple Employees (4)Work Environment: Work is rarely required outside of normal business hoursPhysical Demands: Sitting, Walking, Standing, typing, lifting (~25 lbs.)Travel Required: Yes-MinimalIf travel is required, the candidate must have and maintain a current, valid Texas driver’s license and an acceptable driving record.

SUPPLEMENTAL INFORMATION
EXPECTATIONSPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Will have contact – in person, by email, or by phone – with staff, students, and the general public.Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.Regular and punctual attendance is an essential function of each employee. NOTE: With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands.