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Administrative Support Coordinator, Technology

Anne Arundel Community College

Job Description

Title: Administrative Support Coordinator, Technology

Department: All Departments

Campus Location: Arnold/Main Campus

Salary Range: $48,357-$60,446

Work Mode: This position requires a full-time in-person presence on campus or at alternative locations.

Hours Per Week: 40

Work Schedule:

Position Type: Full-Time Staff, Non-Exempt

Position Summary

The Technology Administrative Support Coordinator is responsible for providing operational support to the Assistant Dean (AD) of Technology and the technology programs including, Architecture, Engineering, and Computer Technologies. This position provides regular assistance to the AD and support for data management, record keeping, and communication within the technology programs. This position responds to office-related requests by faculty, students, staff, or other parts of the college as needed.

Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

While we appreciate your interest in employment with Anne Arundel Community College, applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for any position.

In the best interest of the College, only individuals who are residents of Maryland or one of the following states will be eligible for employment at the college: Delaware, Pennsylvania, Virginia, West Virginia or the District of Columbia. The college will annually review this restriction and, if appropriate, expand the list of states of employment eligibility.

 

Job Duties and Responsibilities

Operational Support
  • Implement best practices, policies and procedures; propose new processes or changes to existing processes to assure efficient and effective service and support.
  • Provide administrative support to the Assistant Dean and Technology Programs; recommend and assist implementation of appropriate policies and procedures for Technology Departments.
  • Work with AD to create and distribute an up-to-date comprehensive list of college policies and procedures each semester. Update this information each semester and as necessary.
  • Serve as a liaison to Facilities Management, Public Safety and other college services to ensure timely services.
  • Serve as a liaison to the Office of Human Resources for search committees for interviewing and hiring faculty and staff. Work with the AD to ensure efficient and accurate execution of faculty contract process. Track all new hires through the process to make sure the paperwork is completed in a timely fashion. Review the Human Resources website for new adjunct faculty applications and distribute to AD for consideration.

Daily Office Management
  • Greet visitors to the office, answer inquiries and provide information concerning college facilities, class locations, and other requests for assistance; provide directions to other college personnel and resources as appropriate.
  • Daily activities include mail distribution, student enrollment requests/waivers, answering phones and email questions, assisting with coverage requests for classes, etc. Maintain copiers/printers and other office equipment.
  • Serve as liaison to the Public Safety Community Emergency Response Team (CERT) program. Keep first-aid kit fully stocked. Communicate clearly to faculty and staff about any interruptions to service and what to do with urgent matters.
  • Use Colleague to search for student/class information, run rosters, etc.
  • Use 25Live for room scheduling for meetings/events, manage the use of CALT 262 conference room
  • Use Facilities Work Order system as needed.
  • Use online AACC catalog to assist students and faculty.
  • Prepare departmental requisitions and PSR, and key requests, as needed.

Data Management and Record Keeping
  • Produce and monitor the daily XRGB reports and enrollments and make recommendations regarding canceling, adding, and combining sections. Communicate with Instructional Coordinator to implement changes.
  • Oversee and manage establishment and maintenance of appropriate files in support of instructional programs and administrative functions. Help Chairs and AD with data governance and historical records.
  • Collect and file course syllabus and final exam from all sections.
  • Oversee and maintain confidentiality of student roster and personnel files.
  • Provide AD with current reports on enrollment figures, FTE’s, and part-time teaching records as requested
  • Use Excel or other data management tools to analyze (given) data to produce reports for AD.

Faculty/Staff Support
  • Identify, document and implement best practices, and recommend and implement appropriate policies and procedures concerning customer service expectations for faculty and students.
  • Provide administrative services to academic leaders, assist with the coordination and implementation of school policies and procedures, and implementation and evaluation of school instructional programs.
  • Serve as a resource for new faculty and staff to help them during onboarding and with questions as they arise.
  • Connect faculty/staff to assistance to deal with emergent issues impeding instruction.
  • Coordinate communications with faculty throughout the semester and work with the IC to update schedule as needed.
  • Work with AD to manage faculty leave requests.

Communication
  • Coordinate and schedule meetings, special events or departmental activities, including coordinating facilities use, caterer, publicity, special materials, etc.
  • Schedule and participate in meetings to assist in strategic planning efforts. Manage the agenda of meetings as well as write and distribute the meeting minutes.
  • Communicate important departmental information; serve as a communication link between faculty, staff, and students. Conduct phone calls to disseminate information and/or collect information from students; to inform registered students in canceled sections and/or provide information regarding schedule changes; and to support student retention and success.
  • Maintain email distribution lists.
  • Serve as the departmental representative for updating the college website. Update information at least once a term, or more frequently as needed. Conduct an annual review of web pages and gather new information necessary.
  • Update and maintain room signage and bulletin boards at the start of every term and as needed.
  • Work with AD and programs to update printed program marketing materials.

Purchasing:
  • Research and compare suppliers, goods, and services.
  • Select most suitable supplier based on cost-efficiency, quality, and reliability.
  • Provide information for suppliers to self-register in the college's purchasing system.
  • Serve as a liaison between suppliers, purchasing department, and faculty/departments requesting the purchase.
  • Manage instructional and office supplies, storage and restocking.
  • Use Unimarket, Chrome River, and College Purchasing Card (p-card) for necessary ordering.
  • Monitor account balances and provide status reports to the Assistant Dean.

Other duties as assigned

Required Qualifications:

High school diploma or equivalent

Minimum of two years relevant experience

Excellent customer service and conflict resolution skills. Proactively address issues, suggest solutions, and escalate if impact is anticipated

Project, budget, and time management skills. Demonstrated organizational skills, including the ability to prioritize tasks with a proven record of attendance and reliability

Excellent oral, written and interpersonal communication skills
Excellent telephone skills and ability to assist with student outreach efforts

Ability to problem solve, work independently, under pressure, with attention to details and deadlines

Passionate about student success

Preferred Qualifications:

Some college-level coursework is preferred.

Work experience in a post-secondary institution is highly desirable, including familiarity with Colleague and Curriculog software.

Demonstrated excellent customer service and conflict resolution skills applied to deal tactfully and effectively with students, faculty, administrators, college personnel, visitors to the campus, and the general public.

Experience with the digital tools needed to support remote work (MS Teams, Zoom, MS tools, OneDrive, etc)

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