BUSINESS DIVISION COORDINATOR

Monroe County Community College; Monroe Charter Township (MI); On-site; USD 52,000 - 70,000; Full time

Job summary

Monroe County Community College is seeking a Division Coordinator to provide strategic and administrative support to the Division Dean and staff for both credit and non-credit programs. The role handles confidential records, budgeting assistance, semester scheduling, and reports.

The Coordinator also engages in strategic planning, desk-side support, and coordinating division activities with faculty, students, and vendors.

Qualifications

• Bachelor’s degree in business administration, office management, or related field preferred OR
• Associate’s degree in business administration, office management, or related field and five or more years experience as an administrative assistant or department/ project coordinator.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Proficient in Microsoft Office and common college software platforms.

Responsibilities

• Provide administrative support to the Division Dean and division staff, including scheduling and calendar management.
• Coordinate travel, prepare correspondence, reports, and meeting notices/minutes.
• Maintain filing systems, monitor due dates, and assist with budgeting and financial management.
• Assist with semester scheduling and enrollment-related tasks; enter schedules into the college system.
• Respond to inquiries about programs, admissions, prerequisites, and registration.
• Collaborate with enrollment management, Institutional Research, and other divisions on data and projects.
• Coordinate adjunct and extra-contractual contracts and time entry for division faculty and staff.
• Act as a liaison for division communications and support onboarding of new adjuncts.

Job description

The Division Coordinator provides strategic support to the dean and overall division operations, both credit and non-credit programming. The Division Coordinator is the primary or lead administrative support position in the division and provides the full range of administrative support activities with minimal supervision. The Division Coordinator is responsible for responding to inquiries about programs and issues, maintaining department files, assisting with budgeting and financial management, assisting with preparation of the semester schedule, and preparing various reports and documents. The Division Coordinator engages in strategic initiatives and planning, as well as special projects and other activities. The Division Coordinator is entrusted with confidential records and files, correspondence, minutes, faculty contracts and budget documents, as well as other College documents. The Division Coordinator may assign and/or monitor the work of student assistants.

Responsibilities

• Serves as the assistant to the Division Dean and other division staff/faculty by providing or overseeing reception services, scheduling appointments, meetings, and travel, assisting with the Dean’s calendar, preparing correspondence, reports, and other documents as required by the Dean, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring events, initiating recurring administrative processes related to the department’s calendar, coordinating projects, and coordinating the completion of reports and questionnaires by researching and gathering required information and preparing reports.Maintains office organization. Records, prepares, and distributes meeting notices and minutes.
• Achieves the division mission by coordinating complex processes associated with work specific to the division; communicating and collaborating with vendors to cancel/renew/resolve issues with vendors’ services (including equipment, software, publishers, etc.) utilized by the division; providing departmental services requiring the use of discretion and performing functions with a high degree of confidentiality.
• Maintains all administrative files and records for the division by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, and assuring effective communication with stakeholders.
• Participates in overall operation of the division, serving as an integral member. Participates in strategic planning discussions and works on projects and activities, as assigned by the Dean.
• Serves as the communication center of the division by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and/or students, communicating information from the Dean to others, collecting and organizing information requested from others, and making information available to others by mail, email, telephone, and the internet.
• Coordinates preparation of classroom schedules and troubleshoots scheduling issues/problems. Tracks and maintains changes to the division’s schedule of classes, including room and instructor assignments. Enters semester schedules into the College schedule/registration management system. Maintains student records, such as requests for exception/substitution/waivers to programs.
• Assists students, faculty, and the public by answering questions and providing information and materials regarding classes, prerequisites, admissions criteria, registration, and other information related to the division. Accesses, reviews, and manages course section waitlists, as needed.
• Collaborates with enrollment management and student success on recruitment and retention initiatives and events.
• Collaborates with Institutional Research on data collection and usage as it relates to the division.
• Utilizes various college software programs and databases (e.g. Colleague-Ellucian, SaaS, CRM, WebPal, Examsoft, Lumens/Journey).
• Inputs changes to courses and programs as directed by the dean.
• Serves as chief support personnel/troubleshooter for the operation of the Lumens/Journey system, the non-credit program management system, and the first point of escalation to resolve issues. Effectively monitors quality and completion of work and resolves specific issues.
• Coordinates and maintains the issuing of adjunct and extra-contractual contracts, including confirming consistency with the budget.
• Coordinates and maintains time entry and exception reports for division faculty and staff and assures that needed documentation is forwarded to the payroll office.
• Provides assistance to full-time and adjunct faculty, including processing duplication requests; receiving and maintaining grade backup; ordering supplies and materials, making requests for and electronically storing course section syllabi, assisting with the preparation of information technology and maintenance work orders, as needed. May act as the primary contact point for adjunct faculty communication with the division office. Coordinates procurement of course text and publisher contact information for the division. Facilitates the onboarding of new adjuncts.
• Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, and overseeing the event as it occurs.
• Maintains, with Dean’s approval, financial control of departmental accounts by tracking expenditures, maintaining account balances for the division budgets and balancing the division accounts to the college online accounting system. Maintains records of budget and expenditure information for the division, including checking assorted documents and records for accuracy and reporting any billing errors.
• Maintains smooth operation of the division office in the absence of the dean.
• Obtains equipment, services and supplies needed by the department by preparing purchase requisitions and check requests, receive and verify materials ordered through manual and automated systems for the division, and maintains purchase files and records. Order, organize, and maintain all division and office supplies.
• Coordinates and implements special projects related to the division under the direction of the Dean.
• Coordinates activities with other division coordinators to accomplish the mission and vision of the College.
• Participates in appropriate College committees, activities and events.
• Executes responsibilities in accordance with applicable laws and the College’s policies and procedures, including the Code of Ethics.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Dean.
• Supports the department by performing all other duties as assigned by the Dean.

Qualifications

• Bachelor’s degree in business administration, office management, or related field preferred OR
• Associate’s degree in business administration, office management, or related field and five or more years experience as an administrative assistant or department/ project coordinator.

Knowledge

• Knowledge of MCCC’s vision, mission, and values and a commitment to further its educational goals and strategic plans.
• Knowledge of the principles and practices of MCCC and skill in providing administrative support to such activities.
• Knowledge and proficiency of office technology skills including Microsoft products, virtual platforms, and room A/V systems, and a willingness to learn and master new technologies as needed.
• Knowledge of grammar, punctuation, spelling and the correct usage of the English language.
• Knowledge of the principles and practices of budgeting, accounting, and bookkeeping.

Skills

• Skill in maintaining and updating records and related systems by displaying strong attention to detail, dedication to customer service, and a team approach to work.
• Skill and proficiency in the use of office equipment and technology, computers and related software, such as word processing and spreadsheets, and the ability to master new technologies.
• Skill in diplomacy, tact and emotional intelligence required to develop positive relations.
• Skill in responding to public inquiries and internal requests with a high degree of professionalism.
• Skill in developing, implementing, and maintaining procedures to enhance efficiency in department operations and coordinate activities across departments.
• Skill in maintaining and updating records and related systems, assembling and analyzing financial data, and preparing comprehensive and accurate budgetary reports.

Abilities

• Ability to acquire knowledge of the principles and practices of a community college and skill in providing administrative support to such activities.
• Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgement and initiative, and meet/exceed deadlines.
• Ability to work with minimal direction and comfortable with making decisions. Ability to understand instructions and follow detailed procedures consistently.
• Ability to work professionally with the public and serve as a representative of the College with discretion.
• Ability to effectively and professionally communicate and present ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with staff, students, faculty, the public, and other professional contacts.
• Demonstrate administrative and organizational skills, including the ability to prioritize multiple tasks, work in a fast-paced environment with numerous interruptions, and meet deadlines.
• Ability to critically assess situations, maintain attention to detail, solve problems, work efficiently under stress, within deadlines, and changing work priorities.
• Ability to perform extensive research, compile complex data and prepare accurate records and reports.
• Ability to type and enter data with speed and accuracy.
• Ability to complete mathematical computations with speed and accuracy.
• Ability to set up and maintain complex and confidential files, databases, records and schedules.
• Ability to establish credibility with broad and diverse constituencies within the college based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal relations.
• Ability to critically assess situations, maintain attention to detail, solve problems, work efficiently under stress, within deadlines, and changing work priorities.
• Ability to identify and secure confidential information.
• Ability to perform extensive research, compile complex data, and prepare accurate records and reports.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to speak clearly, hear normal auditory ranges and view large and small print. Employee must communicate with others in person and on the telephone. Must view and produce electronic documents.

The employee frequently is required to sit; use fingers and hands to handle or feel; and reach with hands and arms. The employee is required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move light weight items.

While performing the duties of this job, the employee typically works in a business office setting. Employee is also required to access various locations in the Business division and on campus. Employee must communicate with others in person and on the telephone. The noise level in the work environment is usually quiet.