Reporting directly to the dean, the Academic Operations Coordinator provides oversight on key functions within the school, including academic administration processes, budget management, supervising support staff, and data analysis for academic programs.

ESSENTIAL FUNCTIONS and DUTIES

Primary Responsibilities

• Organizes, 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 to be completed. Supports the termination and off-boarding process and the completion of forms required.
• Coordinates with department chairs, faculty, and other departments, such as IT and Facilities, to process various requests
• Coordinates schedules, arranges meetings, distributes memos, reports, and ensures that everyone is kept current on 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, providing coaching and training to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution
• Stays updated on 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 the preparation and distribution of FLAC faculty compensation spreadsheets
• Assists as needed to cover the duties of other department Academic Operations staff during absences

COMPETENCIES

Knowledge, Skills, and Abilities

Collaboration/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 Processing

SUPERVISORY RESPONSIBILITIES

No Direct Supervision

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

Physical Demands: Sitting, walking, standing, minimal lifting (50lbs)

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

QUALIFICATIONS

Required Education

Associate’s Degree in a related field

Required Experience

Six months to a year in an administrative support role, customer service, or other relevant experience

Preferred Education

Bachelor’s Degree in a related field

Additional Job-Specific Requirements

• Versatile, adaptable individual with initiative to effectively maintain a fast-paced office
• Highly organized and detail-oriented
• Ability to use independent judgement and initiative when appropriate in dealing with academic and student issues
• Good working knowledge of general office equipment
• Excellent communication and interpersonal skills; tactful in dealing with internal and external customers
• 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.