Academic Operations Coordinator, Engineering, Mathematics, & Sciences

Tyler Junior College gives equal consideration to all applicants for admission, employment and participation in its programs and activities without regard to race, color, religion, national origin, gender, gender identity, gender expression, sexual orientation, age, marital status, disability, veteran status or limited English proficiency (LEP).

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

All positions are on-site, located in Tyler, Texas, unless otherwise stated in the job posting.

ABOUT

WHAT YOU WILL DO

• Organizes, manages, and coordinates various and complex academic processes within the Dean’s office.
• Coordinates data collection to provide statistical information for the Dean and departments.
• Records and assists in preparing the school’s budget(s).
• Supervises all support staff within the school, including providing leadership and training.
• Ensures the efficient and effective functioning of the Dean’s Office, serving as the initial resource person.
• Maintains close contact with and acts as the primary assistant to the Dean (and department chairs as needed), furthering the college, school, and department’s 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 school.
• 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 Dean’s office.
• Manages special projects as assigned by the Dean and identifies opportunities to improve policies, forms, or processes.
• Oversees new hire faculty credentialing forms and onboarding checklist items for department chairs are completed. Supports the termination and off-boarding process and the completion of forms required.
• Coordinates with department chairs and faculty and 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, including, but not limited to, Faculty Rosters, WIOA Individual Training Agreements, and Faculty Credentials.
• Serves on College committees as assigned and leads small group sessions as requested.
• Records and transcribes minutes for the Deans’ Council, 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.
• Coordinates faculty searches, including working with search committees to schedule interviews and arrange candidate travel.
• Functions as a resource to lower-level staff and provides coaching and 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 departmental operating processes are current.
• Communicates in person and by telephone 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 for preparation and distribution of FLAC faculty compensation spreadsheets and assists as needed to cover duties of other staff during absences.
• Handles highly confidential information with discretion.
• Performs other duties as assigned by the Dean.

WHO YOU ARE

• Versatile, adaptable individual with initiative to effectively maintain a fast-paced office.
• Highly organized and detail-oriented.
• Ability to use independent judgment and initiative when appropriate in dealing with academic and student issues.
• Good working knowledge of general office equipment.
• Excellent communication and interpersonal skills; tactful in dealing with internal and external customers.
• Advanced technical, computing, and data analysis skills.

ADDITIONAL INFORMATION

• Please 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.

This is a security-sensitive position. Candidates will be subject to a criminal background check.