The Position

The Academic Affairs Coordinator will play a crucial role in ensuring the effective operation of administrative functions within the unit and across Ocean County College. This position requires a dynamic individual with exceptional organizational skills, attention to detail, and proficiency in administrative software and technology. This position performs a variety of confidential office and student/faculty support functions that require learning and understanding various in-depth academic policies, practices and procedures. The Academic Affairs Coordinator will also manage office operations and communications, coordinate, oversee, and improve processes, and provide support to the unit to enhance efficiency and equity.

What You Will Do

1. Oversee and manage the unit’s administrative processes and daily operations, focusing on continuous improvement and innovation through the implementation of streamlined procedures and technology.
2. Collaborate with faculty and staff to ensure alignment with institutional policies, regulatory standards, and best practices to optimize workflow efficiency and productivity.
3. Manage and organize office data by gathering, tracking, and maintaining complete and accurate records/files, documentation, calendars, and databases.
4. Execute various confidential office and student/faculty support tasks, utilizing a comprehensive understanding of academic policies, practices, and procedures to escalate student inquiries and situations to relevant parties.
5. Provide support for various faculty-related processes, such as syllabi review, and the observation and evaluation process.
6. Oversee and coordinate all unit-wide communications, handling incoming communications via phone, mail, email, and in-person visits, providing prompt and professional assistance to internal and external stakeholders.
7. Coordinate the scheduling and logistics for designated meetings, appointments, and events for the unit and Dean, including arranging room reservations and set up, aligning stakeholder schedules, and ensuring efficient use of time and resources.
8. Oversee notetaking during meetings, compile action items, and facilitate follow-up communications to ensure timely execution of decisions and tasks.
9. Manage updates of the unit's website content, ensuring accuracy, relevance, and consistency with the college's branding and messaging.
10. Oversee requisitions, payment requests, travel, office supply inventory and ordering, payroll as needed, and all other purchasing processes, ensuring compliance with budgetary guidelines and procurement policies.
11. Assist in identifying budget needs, cost-saving opportunities, and resource allocation recommendations to support academic and operational priorities, supporting the Dean as needed in budget monitoring and expense tracking.
12. Support special projects, initiatives, and events assigned by the Dean or designee to achieve goals, deadlines, and deliverables.
13. Use technology and software to innovate the administrative work of the unit.
14. Other duties as assigned.

The Successful Candidate Must Have

1. Associate’s degree in a related field or equivalent experience.
2. One year of professional experience in higher education; OR three years of responsible administrative experience in a related field.

Even Better If You Have

1. Bachelor's degree in a related field or equivalent experience.
2. Administrative experience at a Community College.