Academic Division Administrative Assistant, Business and Applied Technology (FT), CF1N10042BTEC

Provides general administrative support to the division including the Dean, faculty and staff. Provides day to day general administrative support to the Dean including scheduling meetings, maintaining outlook calendar and the full-time faculty evaluation schedule, preparing documents, coordinating travel and submitting reimbursements. Provides general office administrative support for other divisional staff and faculty. This may include ordering keys, prox card access, and maintaining a collection of textbook desk copies for new faculty. May act as front desk reception in division office. Acts as liaison between division faculty, staff, and students. Triage requests and concerns. Provides information or escalates issue as appropriate. Coordinates the scheduling, invite, and set up of events, meetings, conferences, seminars, and orientation programs offered by the division. This includes using the Astra room scheduling system, processing confirmation and invites, as well as Dining Services requisitions. Provides administrative support for Faculty searches including preparing and distributing packets for search committee(s), schedules interviews, coordinates travel arrangements, and arrange tours. Maintains full and part-time faculty database. Coordinates the logistics related to class cancellations for absences or prior to the beginning of the term. Maintains database of absences/substitutes. Processes absence reporting and substitute payments for faculty. Updates statistical report on number of classes and students affected. Contacts students and assists them in enrolling in an alternative class. Assists the Dean, Dean's designee, Faculty Coordinators, and Support Specialists with scheduling courses. This includes processing all forms to the Centralized Scheduling Office for standard and special rooms and labs. May assist with the input of load percentages and faculty assignments into Colleague. Assists in creating new administrative procedures and/or streamlining current procedures. Participates in program and committee meetings as well as represent the division on College-wide committees. Assists with the production of reports in Colleague and Business Objects and with updating the Astra Course Preferences listing, etc. Compile materials for special projects and maintains divisional office records. Interfaces with other Academic Divisions' administrative support staff to ensure consistent practices. Partners with the Division's Business Associate to provide seamless support to the Division. Other related duties as assigned.