"Academic Business Special"

Job Description

Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position.

Prepare statistical and narrative reports (research, coordinate with other areas on campus, compile and disseminate information) for budget, faculty salaries, faculty load, enrollment, FTE, lab fees, etc. to keep Vice President of Academic Affairs, Associate Vice President of Academic Affairs, Deans, and the Senior Executive Director of Business Relations and Workforce Strategies informed of current information. Provide research, data analysis, information, and office support for the Vice President of Academic Affairs, AVPAA, Academic Deans, Senior Executive Director of Business Relations and Workforce Strategies, Chairs, faculty, and staff. Assist in the development and administration of the academic budgets, which includes making recommendations to the Vice President of Academic Affairs concerning future operational and special projects budget needs, and provide monthly reports to the Vice President of Academic Affairs.

Special Projects Coordination

• Collect and coordinate Academic Affairs special project requests.
• Track and monitor special (capital) project spending within Academic Affairs.
• Keep the Vice President of Academic Affairs, Associate Vice President of Academic Affairs, and Academic Deans informed of available balances.

Payroll and Activity Pay Support

• Assist Payroll with processing Credit Course Activity Pay in Workday for part-time faculty and full-time faculty overloads.
• Serve as back-up activity pay reviewer for all academic divisions as needed.
• Enter activity pay for vacant positions and ensure accuracy of payments.
• Review and enter (as needed) activity pay for Early College Academy and Concurrent Enrollment programs.
• Test compensation changes in the Workday Sandbox for Payroll verification and update Workday when confirmed.
• Send semester reminders to academic staff regarding reportable hours, payroll deadlines, and necessary adjustments to activity or payment dates.
• Provide guidance and respond to payroll-related questions from academic staff.

Faculty Processes and Reporting

• Manage the annual Adjunct Tiered Advancement application process; update and distribute tier lists for adjunct and full-time faculty upon completion.
• Maintain Faculty Qualification Credential forms and degree-waiver summary reports; distribute and update as needed.
• Complete annual reporting processes, including:
  • Chair stipends
  • Full-time faculty recommendation memos
  • Requests for reassigned load
  • Lab fee review
  • Personnel updates
  • Student medical liability insurance

Budget Development and Management

• Assist in developing and administering the Vice President of Academic Affairs' operating budget.
• Coordinate the annual academic budget request process, compiling and submitting approved requests to Financial.
• Create detailed and summary budget reports for each academic division, including overall totals and year-over-year change summaries.
• Manage and track software purchases and renewals for Academic Affairs.

Data Analysis and Reporting

• Prepare statistical and narrative reports on topics such as budget, FTE, faculty salaries, faculty load, chair stipends, enrollment, and lab fees.
• Collaborate with departments to collect, analyze, and disseminate data that supports informed decision-making by Academic Affairs leadership.
• Maintain and update full-time staffing charts for the Academic Affairs Leadership Team.

Other Duties as Assigned

Minimum Qualifications

• Associate's degree in a related field such as Business Administration, plus five (5) years of related progressively responsible experience or equivalent combination of education and/or experience.
• Knowledge and demonstrated routine and advanced experience with:
  • Computer programs and software to include, but not limited to, Microsoft Office suite and Google products;
  • records maintenance;
  • office management principles and practices;
  • finance, budgeting, and cost control procedures;
  • project management principles, techniques, and tools.
• Must be able to demonstrate experience with:
  • effective communication skills, both orally and in writing;
  • investigate, analyze information, draw conclusions, and make recommendations based on data or findings;
  • perform advanced research, organize resources, and establish priorities; and work as a team member and foster a cooperative work environment.

Required Documents

• Cover Letter
• Resume

Preferred Qualifications

• Extremely detail-oriented.