Performs departmental support to college administrators, instructional deans, faculty, college staff, and students. Coordinates creation of semester schedules, including but not limited to timelines, draft and final schedules, input to section schedule on administrative computing system, room scheduling, MyKirtland schedule and faculty information files. Prepares load report for full-time and part-time faculty and indicated pay requests/contracts.
PRIMARY DUTIES AND RESPONSIBILITIES*
Sets up and maintains departmental hardcopy or computerized files; determines appropriate methods for storing and retrieving information for record keeping and reporting.
Collects, compiles, or tabulates data for administrative and governmental reports and record-keeping systems (enrollment/average class size, Perkins, Program Inventory, full- and part-time faculty loads). Research enrollment data for administrators, deans and M-TEC staff on FLEX courses.
Schedules meetings and faculty interviews as requested; coordinates details, notifies attendees, types and/or prepares and distributes meeting materials, and, when requested, attends meetings (class cancellation, departmental support staff meetings). Coordinates student appeal committees.
Interacts with college administrators, employees, students, or outside contacts to provide information, solve routine problems, or otherwise respond to requests; functions as liaison between the deans and faculty, students and staff.
Performs semester-related duties; prepares course information, creates and distributes part-time faculty semester contracts; coordinates semester schedule creation on Jenzabar for the MyKirtland class schedule. Makes corrections and additions to section schedule; works with local area high schools to coordinate special arrangements for Kirtland’s off-campus classes and, when necessary, contacts off-campus students regarding site information or special arrangements for classes; room schedules.
Maintains computerized instructor data file with updated and new instructor information such as address and phone numbers, pay rate, degree level and number of semesters taught. This database is used to produce part-time faculty contracts and used by the payroll coordinator to initiate part-time faculty pay.
Initiates pay for special projects. Creates report for each instructor, for deans, and the human resources office to calculate instructors’ loads to determine eligibility for extra prep, honors options, independent studies, and for full-time overload pay. Tracks faculty absences.
Posts data (excess contact hours, ACS codes, course fees, etc.) on the catalog master and section schedules. Works with registrar to maintain catalog master and section schedules. Maintains registration controls such as course limits, census dates and “show on web” functions.
Creates and maintains the on and off-campus master room schedule for classes, meetings and special events. Coordinates with COOR, Kirtland staff, and other educational institutions to arrange for classroom/lab usage. Provides classroom schedule to maintenance and security to ensure rooms are unlocked at appropriate times.
Maintains Kirtland working and proposed academic calendars.
Provides support to instructional support staff; budget and semester information (ACS codes, faculty list, BC list). Works closely with the honors secretary, cross training on Jenzabar EX and other instructional procedures and practices. Provides backup for faculty support specialist (class cancellations using RAVE, print jobs, faculty assistance).
Jenzabar EX module manager; assists and answers questions for instructional and M-TEC staff.
Performs other related tasks as required.
SUPERVISION – Works under the general supervision of the dean of instruction
ATTENDANCE– Individuals in this position are expected to be available during the normal business hours of the college, and may occasionally be asked to vary their schedule and/or work overtime to meet department requirements
WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, and the ability to enter data and written communications in electronic format in a timely manner
- Associate degree
- Three to five years of secretarial experience, or combination of education and experience commensurate with the requirements of this position.
- 65 wpm typing
- Proficiency in word processing and ability to learn and use a variety of personal computer software
- Ability to promptly and accurately take and transcribe dictation and other verbal communications such as meeting minutes, phone messages, etc.
JOB DIMENSIONS – Analysis, Judgment, Planning and Organizing, Sensitivity, Stress Tolerance, Knowledge of work, Commitment to college, Attention to Detail, Work Standards, Initiative, Informal Communications, Written Communications, Teamwork, Dependability.
Kirtland Community College is an equal opportunity employer
* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.