Academic Office Specialist English

ESSENTIAL JOB FUNCTIONS

Office Support

• Provides administrative and clerical support to the Chairperson faculty and staff.
• Maintains and sets up a filing system that is virtual and physical.
• Files organizes and cross-indexes files.
• Completes and processes forms records and other documents in accordance with established procedures.
• Assists the department in scheduling meetings including invitations parking passes and room scheduling.
• Assists with special events by coordinating rooms and partnering with other departments to ensure the successful set-up and execution of special events.
• Coordinates the digitization and maintenance of files and multimedia materials for use in the classroom.
• May be assigned to originate correspondence on behalf of the Chairperson and maintain signature authority on delegated routine matters.
• Maintains confidential or sensitive records and information.

Academic Support

• Works with faculty Chairperson and Curriculum Management to set up/modify course sections each semester.
• Works with faculty to obtain contract load and reassigned time forms each semester submits to the Chairperson for review/approval and enters approved information into the system of record.
• Register students as requested by the Chairperson and Advisors.
• Works with the Office of the Executive Vice President Administrative Operations (EVPAO) to ensure faculty/adjust load information is accurate every semester.
• Runs faculty workload reports for the Chairperson.
• May also review and provide feedback to the Chairperson regarding faculty workload reports.
  Works with Central Scheduling and EVPAO to ensure all classroom/lab room capacities and software information is accurate.
• Assists Chairperson with departmental accreditation activities.
• Provides direct support to department Lead Instructors and Program Coordinators as needed.
• Assists with the departments work study students to ensure projects are completed.
• Works with faculty and the Print Shop to ensure all marketing materials are current and an adequate supply is available.
• Utilizes programs to help edit program webpages as needed.

Customer Service

• Provides customer services within assigned department or functional area to students general public and others by furnishing and obtaining information; resolving routine problems; assisting with procedures processes and requirements; performing other customer service responsibilities as necessary.
• Maintains exceptional public relations and customer service to the general public students faculty staff and others.
• Greets and routes students and other visitors to the appropriate place answers the telephone routes calls takes messages and provides general information about the department.
• Monitors the departments e-mail account and distributes/responds appropriately.
  Furnishes and obtains information and works to resolve issues with the Chairperson.
• Assists with setting up interviews and provides applicant information as requested.
• Communicates with faculty and staff regarding messages and student questions in a timely manner.

Facilities & Financial

• Monitors budgets and works with Chairperson to initiate/submit budget transfers as necessary.
• Monitors the program budget accounts and informs the Chairperson and faculty as appropriate on the amounts left in the accounts as needed.
• Orders office and classroom supplies as necessary.
• Reconciles P-Card statement monthly.
• Organizes the ordering and storing of supplies as needed. Acts as liaison between Bookstore and faculty for textbook adoptions and classroom supplies. Initiates work orders such as housekeeping and general maintenance and follows through to completion.

Culture of Respect

• Fosters and maintains a safe environment of respect and inclusion for faculty staff students and members of the community.

Minimum Qualifications

• High School Diploma or GED
• One (1) year of experience in a customer service position.

Additional Information

• State Motor Vehicle Operators License or demonstrable ability to gain access to work site(s).
• An appropriate combination of education training coursework and experience may qualify a candidate.

CSCC has the right to revise this position description at any time. This position description does not represent in any way a contract of employment.

Additional Information

In order to ensure your application is complete you must complete the following:

• Please ensure you have all the necessary documents available when starting the application process. For all faculty positions (Instructor Annually Contracted Faculty and Adjunct) you will need to upload an unofficial copy of your transcript when completing your aplication.

• Prior to submitting your application please review and update (if necessary) the information in your candidate profile as it will transfer to your application.

If you are a current employee of Columbus State Community College please log in to Workday to use the internal application process.

Thank you for your interest in positions at Columbus State Community College. Once you have applied the most updated information on the status of your application can be found by visiting your Candidate Home. Please view your submitted applications by logging in and reviewing your status.