PURPOSE AND SCOPE:

The Division Operations Specialist assists with managing general operations of a large instructional support division or department. Responsible for coordination of support functions such as scheduling, maintenance, communications, equipment, workflows, supplies, information processing, and staff support. Responsible for providing academic and/or departmental support by coordinating office activities to achieve optimum utilization of equipment and employee productivity.

ESSENTIAL JOB FUNCTIONS:

1. Build schedules during registration and notify of class cancellations
2. Provides supervision and training to support staff and student workers
3. Coordinates and schedules office duties based upon priorities
4. Provides administrative support to the division, including but not limited to composing correspondence from verbal direction or from knowledge of the organization, remaining active in planning, analysis and revision of department schedules and calendars, arranging meetings, and maintaining department documentation and files
5. May assist with various department/division employee payroll functions
6. Assumes lead in budget building and assists in the budget planning process; Sets up, maintains and monitors budget expenditures
7. Manages office supplies; Includes tracking supply usage, maintaining appropriate levels of supplies, preparing and processing requisitions, verifying receipt and distribution of supplies, and submitting documentation for appropriate payment of requisitions
8. Retrieves, compiles, and disseminates a variety of reports, correspondence, agendas, or management information in support of department/division
9. Some positions may perform a variety of Faculty support functions, including but not limited to input and/or maintenance of faculty qualifications information, program coordination activities, and acting as liaison and facilitator for adjunct faculty communicating with them regarding instructional matters and professional development
10. Responsible for other reasonable, related duties as assigned