Academic Operations Coordinator, TJC North at Tyler Junior College – Lindale, Texas

Reporting directly to the Dean of TJC North, the Coordinator 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. Candidates in this role should have a high attention to detail, excellent time management, and customer service skills.

Primary Responsibilities

• 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, furthering the college, school, and department’s agenda and priorities, and assisting in managing and organizing the individual day-to-day activities
• Prepares and processes paperwork for various departments, including Human Resources, Business Services, Facilities, etc.
• Records and assists in preparing the school’s budget(s) and facilitates expenditures from the TJC North budget
• Supervises and trains staff personnel and student assistants, providing coaching as needed
• Coordinates with appropriate department coordinators for purchases, requisition approvals, and other special projects, as requested
• Records and transcribes minutes for various meetings, and multiple assigned program advisory committee meetings. Provides project task recordings and monitoring as required
• Coordinates schedules, arranges meetings, distributes memos, reports, and ensures that everyone is kept current with necessary deadlines and information
• Provides support to include preparation of documents supporting instruction, records, maintenance, data input, and the use of BANNER
• Manages event support, coordination, and efficient operational planning for seasonal and key events
• Facilitates the development and implementation of operational policies and procedures for TJC North

Secondary Responsibilities

• Assists with compilation and preparation of documentation for grant applications, external program accreditation, and new program applications as needed
• Collects all CE schedules and distributes them appropriately
• Coordinates faculty searches, including working with search committees to schedule interviews and arrange candidate travel
• Oversees new hire forms and onboarding checklist items for Continuing Education instructors. 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
• Prepares and compiles reports, forms, and other documents as required, including, but not limited to, Faculty Rosters, WIOA Individual Training Agreements, and Faculty Credentials

COMPETENCIES

Knowledge, Skills, and Abilities

Collaboration/Teamwork, Computer Software Skills, Customer Service, Decision-making, Internet Research, Interpersonal Skills, Multi-tasking, Written Communication, Organizational Skills, Problem-solving, Time Management, Typing/Word Processing

SUPERVISORY RESPONSIBILITIES

Direct Supervisor

Multiple Employees (3)

Work Environment: Work is rarely required outside of normal business hours

Physical Demands: Sitting, Walking, Standing, Repetitive Movements

Travel Required: Yes-Minimal

If travel is required, the candidate must have and maintain a current, valid Texas driver’s license and an acceptable driving record.

Required Education

Associate’s Degree in a related field

Required Experience

Two years of experience in an administrative support role

Preferred Experience

Experience in higher education, specifically a community college setting

Additional Job-Specific Requirements

• Versatile, adaptable individual with initiative to effectively maintain a fast-paced office
• Ability to use independent judgment and initiative when appropriate in dealing with academic and student issues
• Good working knowledge of general office equipment
• Advanced technical, computing, and data analysis skills

EXPECTATIONS

• 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

NOTE: With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands.