What are the responsibilities and job description for the Coordinator, Academic Operations position at Tyler Junior College?
JOB
The Coordinator, Academic Operations is a 12 month full-time staff position that reports to the Dean, Skilled Trades and Continuing Studies. This position provides oversight on key functions within the school, including academic administration processes, budget management, supervising support staff, as well as data analyses for academic programs.
EXAMPLE OF DUTIES
Primary ResponsibilitiesOrganizes, 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 the preparation of 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 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, and reports and ensures that everyone is kept current of 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 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’ provides coaching and training to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution.Stays updated of 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 provides assistance as needed to cover duties of other staff during absences.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 ProcessingWork Environment: Work rarely required outside of normal business hoursPhysical Demands: Sitting, walking, standing, liftingTravel Required: Yes – MinimalIf travel is required, 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.
The Coordinator, Academic Operations is a 12 month full-time staff position that reports to the Dean, Skilled Trades and Continuing Studies. This position provides oversight on key functions within the school, including academic administration processes, budget management, supervising support staff, as well as data analyses for academic programs.
EXAMPLE OF DUTIES
Primary ResponsibilitiesOrganizes, 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 the preparation of 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 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, and reports and ensures that everyone is kept current of 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 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’ provides coaching and training to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution.Stays updated of 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 provides assistance as needed to cover duties of other staff during absences.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 ProcessingWork Environment: Work rarely required outside of normal business hoursPhysical Demands: Sitting, walking, standing, liftingTravel Required: Yes – MinimalIf travel is required, 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.
