Deans' Office Coordinator

The Deans Office Coordinator provides comprehensive administrative support for the Academic Deans, coordinating calendars, meetings, communications, and routine office operations to help the Deans meet priorities and deadlines. This position has an ongoing responsibility for assignments requiring use of technical skills, independent judgment, organization and coordination skills needed to manage the work of the deans’ office. This work may be of a confidential and sensitive nature. Assigned duties may include management and technical tasks, managing and supervising student worker staff, and working with faculty and faculty committees. These require a thorough knowledge of College policies, procedures, and programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Provides administrative support services to the Academic Deans and the departments that report to these positions.

1. Manages the flow of information through the Academic Deans’ office, both paper-based and in the electronic environment, and responding independently when possible.

1. In the absence of the Academic Deans, use creative problem-solving and direct concerns to appropriate personnel.

1. Maintains Academic Deans’ web site in coordination with the Chief Academic Officer and Academic Deans, integrity committees and Marketing.

1. Arrange for registration, travel accommodations, travel forms and meeting arrangements for the Academic Deans, Academic Integrity Committees, and Academic Leadership team where necessary.

1. Oversee agenda and materials for Instructional Quality Committee Meetings, recording of minutes and posting online.

1. Coordinate the flow of documents and timely submission of requirements to Instructional Quality Committees. Examples include Program/Discipline reviews, action plan updates…etc.

1. Initiates and composes general and confidential correspondences, instructor absences, minutes, reports, forms, requisitions, notifications, schedules, listings, and distributes as necessary.

1. Monitors and reports that faculty are taking course attendance. Includes monitoring of weekly reports for faculty entries and student absences.

1. Oversee the semester load process for all full-time faculty and coordinates with HR as necessary to provide updated load assignments.

1. Supervises, trains and assigns student workers, particularly in the use of technology and quality tools.

1. Participates as a member of the community event planning committee for the institution for events such as the Easter Egg Hunt, Halloween Spooktacular, etc.

1. Develop a plan for and facilitate implementation of special projects, solutions and procedures.

1. Documents processes, maintains data files, and supports the academic environment in information and reporting needs.

1. Processes Professional Activity Requests for faculty and staff. Ensures compliance with Travel Policy and Travel Voucher reimbursement requests.

1. Processes Purchase Order Requisitions and Vouchers that require /Dean approvals to ensure purchasing policy is followed and budgets are maintained.

1. Assist with compliance for Individualized Learning Requests through the Academic Deans and Scheduling office.

1. Collects, monitors and compiles information for the Provost and Academic Deans in regard to faculty observations, APRPs and performance evaluations, including general education outcome reporting, grades, syllabi, office hours, compliance, etc.

1. Work with Institutional Research and Academic Dean’s office to maintain college policies.

1. Responsible for understanding, supporting and actively demonstrating the College’s beliefs, values, mission and vision and being in agreement to be evaluated by same.

SUPERVISORY RESPONSIBILITIES

Assigns and directs the work of student employees.

CONTACTS AND PURPOSE OF CONTACTS

Internal: Academic and Student Services Deans, administrative leadership and staff, members of the Instructional division including Department Chairs and Faculty Members, Student Services, Information Technology, and most other administrative offices on campus, occasionally in stressful circumstances.

External: Disseminates information to students, other academic institutions and community members. Public contact encompasses providing or receiving information on request.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate’s degree (A.A.) or equivalent from two-year college or technical school; or three years related experience and/or training; or equivalent combination of education and experience.

Other Skills and Abilities

Ability to manage a complex project from initiation through completion, to work independently and with a thorough knowledge of the Instructional Division of the institution and its personnel. Capable of maintaining workload and professional appearance in a stressful environment. Knowledge of administrative software and organization of research material is required. Ability to present a positive image for the College in relations with others and in one’s personal habits. Cooperative personality to function effectively with others and resolve conflicts. Extreme care in preserving confidentiality of records and activities related to the position. Ability to handle multiple tasks, coordinate projects and people and to take initiative. Excellent customer relations skills.

Computer Skills

Must have thorough knowledge of Microsoft Office TMincluding Word, Access, Excel, Internet Explorer, Publisher, Outlook, PowerPoint, as well as web page development software, Adobe, and database systems (preferably Colleague and WebI) is essential.

Language Skills

Excellent written and oral communication skills and note taking skills as defined by the supervisor. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence and document processes and procedures.

Mathematical Skills

Ability to calculate figures and amounts such as fractions, percentages, ratios, and proportions in practical situations. Knowledge of statistics is helpful.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical demands of the job are typical to those in a normal office environment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

“This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required and shall not be construed as declaring the specific duties and responsibilities. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.”

Jackson College only accepts on-line applications though this system. For assistance with this, please call 517-796-8468.

Please use your legal first and last names on your application. If you are hired, you will have the opportunity to identify and utilize your preferred name.

The Jackson College Nepotism policy prohibits hiring of a relative or someone with a familial relationship to work in the same instructional department, office or administrative unit of the College including spouse, child, stepchild, parent, stepparent or sibling of the employee or spouse, aunt, uncle, niece/nephew, grandparent, grandchild, and members of the same household including domestic partner.

It is important that your application show all the relevant education and experience you possess (even if you are repeating it from your resume or cover letter). For instance, do not say, "See Resume or C/V." Your resume, cover letter, and if a degree is required an unofficial transcript must be attached to your application. Applications will be rejected if incomplete.

When you apply for the position, you will get to the document upload area where you will be given an opportunity to attach your documents such as your vita, transcripts, etc.. Instructions will also be found there.

The College reserves the right to request proof of degree or certification at a later date if these documents are required as part of the qualifications for the position.

Final candidates will be subject to a criminal background as part of the employment process.

If selected you will be required to complete the US Citizenship and Immigration Services, Employment Eligibility Verification form I-9 and provide documentation verifying identity and eligibility to work in the United States. Jackson College is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.

Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three (3) working days prior to the date of need.

A copy of Jackson College's Annual Security Report and Annual Fire Safety Report is available on the JC Campus Safety & Security website. The security report contains crime statistics for the previous three years for all of our campus locations and the annual fire safety report, which contains statistics for any reported fires in campus housing units and fire safety systems in these buildings. Additionally, the report contains policies, available resources and information concerning personal safety, fire safety and reporting procedures for both crimes and fires.

Applicants have rights under Federal employment laws. Jackson College is an Equal Opportunity Employer that actively supports workforce diversity.