Division Coordinator I

PURPOSE AND SCOPE:

Oversees general operations of a large instructional division or department. Responsible for providing academic and/or departmental support by coordinating office activities to achieve optimum utilization of equipment and employee productivity.

ESSENTIAL JOB FUNCTIONS:

• Provides supervision and training to part-time/full-time support staff and student workers.

• Coordinates and schedules office duties based upon priorities.

• Composes correspondence from verbal direction or from knowledge of organizational policies and procedures.

• Active in planning, analysis and revision of department schedules and calendar.

• Arranges meetings and attends advisory committee meetings as required.

• Responsible for department/division payroll input and the demographics of adjunct faculty and time sheets for hourly employees. May prepare memorandums of assignment.

• Assumes lead in budget building. Monitors budget expenditures and prepares transfer requests.

• Assists in budget planning process; sets up and maintains records of budget expenditures.

• Responsible for creation and maintenance of electronic requisitions.

• Responsible for maintenance of office supplies and equipment.

• Responsible for maintenance of department documentation, files, reports, contracts, etc.

• Meets with the division/department staff at office meetings. Confers with staff to resolve conflicts.

• Retrieves, compiles, and disseminates reports, correspondence, agendas, or management information in support of department/division.

• May coordinate the pulling and/or research of enrollment figures and student rosters from Colleague

• Some positions may input and/or maintain faculty qualifications for adjunct and full-time employees.

• Some positions may assist faculty in program coordination activities, including scheduling.

• Some positions may act as liaison and facilitator for adjunct faculty communicating with them regarding instructional matters and professional development.

• Some positions may assist students concerning courses and schedules during registration and notify them of class cancellations.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• High School diploma required.
• Five years progressively responsible experience in administrative support.
• Three+ years experience in coordination/supervision role.
• Training in office administration, or equivalent combination of education and experience.
• Ability to prioritize own work and that of other full and part-time clerical employees.
• Strong organizational skills and the ability to handle multi-activities, projects and priorities.
• Skilled in the use of microcomputers and related software for word processing, spreadsheets and databases.
• Ability to work with minimal supervision and maintain confidential information.

Preferred:

• Associate’s degree in Business Management.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft windows environment, calculator, phone and other general office equipment.

CONTACTS:

College/District Staff - To coordinate work, schedule meetings, coordinate programs, exchange information, prepare budgets and develop communications.

Students - Routine contact to gather, share and provide information.

External - Contact with business/community organizations, to schedule/plan meetings; agencies, to submit reports, satisfy requirements, request information; Contact with vendors, to order supplies, equipment repair, reconcile accounts; other colleges, to exchange information; accrediting agencies; state government agencies.

COMPLEXITY/EFFORT:

Job requires independent thinking, ability to meet deadlines, to work independently and supervise the work of others. Ability to lead, motivate and direct others. Strong interpersonal skills needed. Solid knowledge of office procedures. Job may require working with students to solve problems. Duties require little physical effort and few safety precautions.

WORKING CONDITIONS:

Work is performed primarily in a climate-controlled open area shared by others.

GENERALIZED WORK ACTIVITIES:

• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

• Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work or others.

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

• Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.