Academic Affairs Office Assistant

Position Title:

Job Description:

POSITION SUMMARY
Primary responsibilities for this position include processing payroll for all adjuncts as well as all overload, coordinator, or other additional pay beyond base salary. In addition, this position assists the Coordinator of Academic Operations with academic processes which are vital to the Academic division operations, support the strategic initiatives and ensure compliance with laws, policies, procedures, collective bargaining agreements and various other regulatory agencies. Maintain a high level of confidentiality of information directed to or from the Coordinator of Academic Operations or the Vice President of Academic Affairs.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Verify and process pay bi-weekly assignments and stipends for full-time faculty. This includes maintaining up-to-date column/step placement and overload rates for all full-time faculty. Monitor course assignments and section enrollment. Calculate overload, coordinator, mentor, and department chair stipends for 200+ faculty. Create specialized spreadsheet with all stipends for upload into Workday payroll.
2. Maintain list of full-time faculty retirees serving as adjunct instructors. This includes their column/step at the time of retirement and any yearly changes to their overload rate.
3. Oversee departmental entry of adjunct assignment contracts within Colleague. Run reports to verify the accuracy of adjunct teaching stipends. Work closely with Human Resources to make updates and corrections to adjunct records as needed.
4. Extract teaching stipends for 300+ adjuncts bi-weekly from Colleague to create specialized spreadsheet for upload into Workday payroll.
5. Process additional adjunct stipends such as training, committee assignments, and other academic assignments as outlined in Article Nine of the JUAC contract or requested by various departments.
6. Process all instructor stipends at the end of each semester for independent study sections.
7. Work closely with the payroll department regarding any changes to teaching assignments and stipends changes or cancellations.
8. Maintain and update a training manual for Colleague Assignment Contract module. Provide training to 20+ academic department secretaries and dean administrative assistants for using the Colleague Assignment Contracts module.
9. Collaborate with HR and IT on the process of moving adjuncts on the salary schedule as outlined in the JUAC contract.
10. Assist with visitors, students, faculty, and staff requests; and incoming and outgoing correspondence as needed.
11. Update and maintain the Academic Affairs Faculty Credential Manual. Keep up-to-date on any changes to HLC and ICCB minimum requirements for faculty credentials. Determine minimum qualifications for all JJC credit courses.
12. Collaborate with the Coordinator of Academic Operations to maintain the Academic Affairs division handbook.
13. Assist with updating and maintaining the Academic Affairs portal pages if needed.

MINIMUM QUALIFICATIONS
1. Associate's degree in Office Administration, business, or related field (or equivalent combination of education and experience).
2. Excellent oral, written, and interpersonal communication skills, detail-oriented with the ability to proofread and type accurately.
3. Excellent customer service skills with the ability to effectively work with minimal supervision.
4. Ability to work effectively under pressure on a variety of tasks concurrently, while meeting established deadlines and changing priorities.
5. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams)
6. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
7. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation, and quality.

PREFERRED QUALIFICATIONS
1. Bachelor's degree.
2. Five (5) years of office experience
3. Higher education experience
4. Ellucian/Colleague and/or Workday ERP experience
5. English and Spanish verbal and written communication proficiency.
6. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
1. Duties are performed indoors in the usual office and/or outdoor environment.

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours:

Benefits

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