Assistant to the Dean of Academics

Position Summary

The primary task of the assistant in the Academic Division is to serve as the initial point of contact for the Academic Division focusing on strong customer service and performing administrative and support duties required for the Academic Division. The individual in this position must be flexible with scheduling to ensure complete coverage of the office and to aid others in meeting division needs. Assignments require the using Microsoft office, ERP Software, Degree works and other support software such as Argos and Watermark.

Essential Duties and Responsibilities

• Greet and assist students, visitors, and college personnel with a helpful and positive attitude providing information and resolving issues as appropriate.
• Assist the Dean/Director of Academic Programs and/or direct calls to appropriate departments/persons .
• Open, sort, and distribute mail.
• Maintain the filing system for the Office of the Academic Dean, filing correspondence and other documents according to established rules of records management.
• Create Academic documents/reports as directed.
• Maintain the Google Academic Division calendars well as the Administrative Calendar on the web.
• Maintain the office supply closet for the faculty and staff of the Academic Division, ordering supplies as necessary.
• Reserve bus, state vehicles, and meeting rooms for the academic division.
• Contact copier/printer service supplier for maintenance issues and toner and ink cartridge orders.
• Process travel requests and reimbursements for the Academic Division.
• Assist students with technology issues such as logging into email, learning management system, or student web portal.
• Communicate with students regarding class cancellations and schedule changes.
• Enter, maintain, and analyze courses and data in the ERP system, including curriculum, degree plans, groups, fees, corequisites, prerequisites, placement, and term schedules.
• Work with the Academic Dean and program directors to update the Student handbook and College Catalog and other handbooks annually for the academic division.
• Submit approved payroll, timesheets, and purchase orders to the business department.
• Update instructional handbooks and policies as needed.
• Assign faculty to correct email groups and add to faculty utilities.
• Assist in maintaining academic division web pages, Canvas Faculty Information Center, and Intranet
• Prepare College Reports for ACCS/SACSCOC as assigned by the Academic Dean.
• Perform meeting and event preparation and setup.
• Take, transcribe, and distribute minutes for meetings as needed.
• Assist with special assignments such as college events and grants when appropriate.
• Maintain room schedules for assigned buildings and reserve rooms as needed for academic division events/meetings.
• Use Ellucian Reporting software to build required reports for the academic division.
• Create and edit grant support letters, reference letters, job descriptions, and interview questions.
• Serves on College committees.
• Perform other duties as requested by the supervisor.

Qualifications

MINIMUM QUALIFICATIONS

• Bachelor's degree from an accredited college or university is required.
• Three (3) years of clerical or office-related experience are required.
• The ability to communicate effectively is required.
• Proficient in the use of Microsoft Office is required

Application Procedures/Additional Information

Applicants must meet the minimum qualifications and must submit a complete application packet through the ONLINE application system by the deadline date in order to be considered for the position. It is the sole responsibility of the applicant to ensure his or her application packet is complete. Application materials may not be submitted by fax or email.

A complete application packet consists of:

• Completed Southern Union State Community College ONLINE employment application
• Current resume
• List of three (3) references
• Transcript of college work verifying degree requirement; must include degree awarded and date confirmed (Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

In accordance with the Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check. Southern Union also participates in E-verify.

It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal or state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Southern Union State Community College is an equal opportunity employer. Southern Union State Community College will make reasonable accommodations for qualified disabled applicants or employees. Applicants must adhere to the College’s prescribed interview schedule and travel at their own expense. The College reserves the right to withdraw this job announcement at any time prior to the awarding.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.