Administrative Assistant for the Chief Academic Officer

Description

Mid Michigan College seeks individuals who: value collegiality and mutual respect; use data in decision making; are innovative; are service minded; are goal oriented; strive to continually improve themselves and their work processes; are willing to collaborate and seek to add value in every interaction.

This position is responsible for providing general assistance to the Chief Academic Officer (CAO) and other instructional administrators. Responsibilities also include providing assistance with the development of the academic course schedules, the adjunct faculty hiring process, directing of first-level of student complaints, and assisting with records management and documentation required for the instructional division, as well as support for institutional and specialized program accreditation activities. This position will also coordinate collection of assessment data and syllabus template implementation.

Examples of Duties

1. Assists and provides support to the CAO for the operations of the instructional division. Will provide general assistance to other instructional administrators as well.
2. Coordinates the academic course schedule process including development of timeline, coordination of departmental input, room scheduling, administrative database input, and proofing.
3. Oversees the creation of the Annual Instructional Report that is presented to the Board of Trustees each year including gathering input from academic administrators and working with Institutional Research to produce appropriate data.
4. Serves as the point of contact for Simple Syllabus and serves as a resource for faculty in the creation and completion of course syllabi.
5. Responsible for maintaining records on full-time faculty base loads and overloads, ensuring compliance with contractual stipulations.
6. Produces and processes overload and supplemental contracts.
7. Works closely with Curriculum Committee Chairperson to build bi-weekly agendas, record minutes, and track curricular changes which are presented the Board of Trustees annually for approval.
8. Maintains calendars for the academic division.
9. Collaborates with other administrative assistants within the academic division and at the college to ensure policies and procedures are followed.
10. Provides support for the academic shared governance committees including scheduling and document management.
11. Collaborates with the Registrar's office to ensure curricular changes are regularly updated and collaborates with Strategic Communications to update the College Catalog.
12. Collaborates with the Registrar's office, Strategic Communications, and Programming to ensure Guided Pathway changes are updated appropriately.
13. Assists with the development, management, and compliance of budgets for the CAO including the Innovation Fund and Professional Development Funds.
14. Process independent study contracts including for processing independent study contracts for administrative approval and submission to payroll, along with low enrolled section contracts.
15. Screen and respond to incoming department phone calls, walk-ins and mail.
16. Coordinate department meetings and orientations including scheduling rooms, scheduling meetings, signing up students, taking minutes.
17. Directs the first-level student concerns and grievances to appropriate administrator and maintains documentation of student concerns.
18. Ensures course feedback surveys are available for students to complete as well as communication to faculty, students, and administrators.
19. Coordinates onboarding processes for new employees of the academic division.
20. Assists and supports instructional administrators with the hiring process for adjunct faculty and processing adjunct faculty contracts for administrative approval and submission to payroll department.
21. Provides support to instructional administrators in maintaining adjunct faculty load records and ensuring compliance with load limitations.
22. Serves as an event planner for Honors Convocation Ceremony, Commencement, and twice-yearly Welcome Back Days.
23. Responsible for ensuring timely collection of student grades from faculty.
24. Coordinates with the Bookstore Manager to make sure inclusive access fees are updated on sections and communicates with faculty regarding textbook adoptions each semester.
25. Must understand and value the importance of confidentiality in all aspects of job performance.
26. Must take initiative to address and improve office procedures, and show willingness to pursue professional development.
27. Per the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), a federal consumer protection law, your job position entails functions that meet the definition of a Campus Security Authority (CSA). CSAs have a duty to report any crime to the College's Clery Compliance Officer. This information may be disclosed to them directly, through third-party, or witnessed. As a CSA, you are required to complete annual training which is provided by the College. This training encompasses your role, responsibilities, and reporting obligations.
28. Performs other duties as assigned.

Typical Qualifications

Knowledge, Skills, Abilities:

• Ability to communicate effectively and relate to others in a positive manner.
• Strong coordinating, organizational, and analytical skills.
• Competent in word processing, spreadsheets, and desktop publishing.
• Strong math, English, proofreading, and editing skills.
• Ability to multi-task and prioritize assignments.
• Ability to keep current with changes in technology and software.
• Ability to work independently and/or as a member of a team.
• Ability to represent department and serve customers with a level of professionalism consistent with frontline position expectations.

Education, Certification, Licensure:

• Associates Degree in secretarial- or technology-related area required.
• Bachelor's degree preferred.

Experience:

• Minimum of two years secretarial/administrative assistant work experience required.