Reports to: Associate Vice Presidents for Academic Affairs
The Academic Affairs Coordinator provides administrative support to the operations of Academic Affairs. Working under the supervision of the Associate Vice Presidents for Academic Affairs, (AVPAA) this individual provides necessary organizational support, completes administrative tasks, and projects a professional image of Academic Affairs through all correspondence and interactions (in-person, email, phone, virtual meetings). Duties include general clerical, receptionist, and project-based work.
Provides administrative support to the division of Academic Affairs: Vice President, AVPAAs, deans/directors, faculty, staff, students, and communities of interest as assigned.
- Performs general clerical duties including; but not limited to, photocopying, faxing, mailing, scanning, and filing. Maintains hard copy (where needed) and electronic filing system. Creates and modifies documents using Microsoft Office and Excel.
- Assists the Administrative Assistant for the Vice President of Academic Affairs as needed.
- Communicates with other departments and performs duties as requested by members of the faculty and staff.
- Utilizes the College’s database to confirm course scheduling and enrollment, student schedules, academic standing, and registration.
- Generates purchase order requests and orders office supplies, copier and printer toner, and furniture for faculty and staff.
- Creates service requests for building maintenance and housekeeping.
- Interacts on a daily basis with all members of the College community, including faculty, staff, students, administrators, job applicants, and the public.
- Performs all duties as assigned by the VPAA or AVPAAs.
- Works closely with students, Director of Career Services, faculty, and the Registrar’s Office.
- Using the online platform, Handshake, reviews internship experience requests for accuracy and eligibility, monitors the approval process, reviews mid-term and final evaluations and shares results with students, faculty, directors, and AVPAA’s
- Communicates with students and employee internship supervisors to determine at an early stage how an internship is progressing and informs faculty sponsors, directors, and AVPAA’s of findings.
- Responds to student and faculty inquiries regarding Handshake and other internship experience topics.
- Ensures that all internship experience templates are up to date on Handshake. Make changes to templates as needed.
- Processes and distributes course vouchers to onsite employee supervisors.
Adjunct Faculty/Course Overloads:
- Requests and maintains spreadsheet of courses taught by adjunct faculty and full-time faculty overloads each academic semester.
- Monitors course enrollment, additions, and cancellations and works with program directors to ensure accurate compensation.
- Generates and distributes course contracts to adjunct faculty and faculty with course overloads using Docusign before the start of each academic semester.
- Ensures that all contracts are signed in a timely manner.
- Works closely with the Payroll Coordinator to validate bi-weekly payroll.
- Communicates with the Human Resource Department to confirm that new adjunct faculty have completed all on-boarding requirements.
- Coordinates with the Administrative Assistant for the Nursing Program to track clinical health and immunization requirements of current Nursing Program students through Castle Branch
- Collects completed CORI Acknowledgement Forms, acquires the signature of the CORI officer, and submits the forms for processing.
- Sends email reminders to nursing students to ensure timely compliance.
- Assists with nursing student inquiries regarding clinical requirements, CORI requests, and Castle Branch.
- Processes first year nursing student registration.
- Ability to foster and work within a team-oriented environment.
- Excellent organizational, administrative, and records maintenance skills.
- Ability to work independently and attend to detail.
- Ability to work under pressure and prioritize multiple projects.
- Excellent interpersonal skills and the ability to communicate effectively with a variety of individuals and diverse populations.
- Proficient in Excel and Microsoft Office and able to perform advanced clerical word processing
- Ability to maintains confidentiality related to student, faculty and staff information.
- Skill in using basic office equipment
A Bachelor’s Degree with 2+ years of customer service experience or front office duties and general clerical experience. Flexibility and demonstrated competence to assess priorities, manage a variety of activities in a fast-paced environment, and meet deadlines with attention to detail and quality. Strong written and verbal communication skills.
An Associate Degree and five years of customer service experience or front office duties and general clerical experience. Excellent communication skills, both oral and written, are necessary. Must have advanced efficiency in Microsoft Office (Excel and Word) and a willingness to learn new technology and apply its use in the workplace. Excellent organizational, customer service and interpersonal skills.
Anna Maria College is an equal opportunity employer.