ACADEMIC ASSISTANT, FACULTY & CURRICULUM SUPPORT
JOB POSTING #903
Starting Salary: $15.85 (Minimum)
Closing Date: Until Filled
Under the direction and supervision of the Program Administrator for the School of Arts & Humanities, assist faculty with reimbursements, course scheduling and evaluations. Assist with faculty searches and adjunct contract’s. Provide a broad range of secretarial and administrative services, particularly regarding faculty matters. Utilize and maintain school files—some of a highly confidential nature. Understand the institutional programs and procedures for CGU and assure the implementation of CGU policies and procedures at the department level.
Under the supervision of the Program Administrator for the School of Arts & Humanities provide support in the following areas:
- Coordinate with the faculty to compile course information, including relevant 5C and CST courses. Provide all necessary course information to the Registrar’s office according to university procedures and deadlines. Distribute course information to Program Administrator for distribution to students.
- Collect course syllabi for each course every semester, distribute and archive appropriately.
- Compile information and prepare routine and special reports concerning students and enrollment (class rosters, course enrollment status, etc).
- Collect, collate, compile and compute student course evaluations each semester. Once processed, distribute to respective faculty member, department chair and school dean. Archive course evaluations in a secure location.
- Upon request prepare, copy, and/or distribute course-related materials and/or PeopleSoft reports for faculty.
- Prepare and distribute grade rosters to all faculty members and submit to the Registrar’s office by posted due dates. Assist new faculty members with the grade submission procedures.
- Understand CGU policies, as well as department programs and other information crucial to faculty and students. Have available for distribution information about all school courses and department requirements for students and/or prospective students.
- Compose routine correspondence from verbal instructions and/or e-mail requests. Compose memos and other documents, with correct spelling and punctuation, as needed. Upload letters to Interfolio or other similar programs when appropriate. Maintain faculty publication files, CVs and other relevant materials.
- Manage the individual professional needs of faculty such as making travel plans for course related trips, purchasing instructional materials, and prepare reports as requested. Help complete travel reports for reimbursement to faculty.
- According to University and AADC regulations and under the direction of the Administrative Director coordinate and facilitate the preparation and processing of materials for faculty searches. Prepare, post, and track advertising for searches. Keep files of highly confidential review materials and prepare materials for APT, WASC, and other confidential committees. At the direction of the faculty selection committee and in cooperation with other campus offices (i.e., Provost, President, etc.) communicate with the SAH events coordinator details regarding candidate interview schedules, travel, facility bookings and on-campus publicity.
- Order desk copies and other course materials each term upon receipt of book lists.
- As directed, prepare and submit adjunct faculty contracts and acceptance letters, which include confidential salary information. Collect and archive CVs from adjunct faculty each semester. Notify the Program Administrator of any irregularities with contracts.
- Provide financial support for faculty including processing reimbursement, payment, and payroll requests for faculty (including adjuncts), their research/teaching assistants, and student awards. Produce required payroll forms or RFCs to pay adjunct faculty for committee work and special projects utilizing student assistants as requested.
- Track faculty budgets and follow-up on payments to faculty, adjuncts, and students to ensure they’ve been processed and distributed in a timely manner.
- In the absence of humanities secretary:
- Answer phones and greet all visitors to the office
- Distribute mail to faculty, staff and students
- Building oversight, including unlocking and locking buildings and facility oversight
- Communicate with other department secretaries in the Arts and Humanities and, when directed by the Program Administrator or Administrative Director, assist in the training of other department secretaries.
- Under the supervision and at the request of the Program Administrator or Administrative Director fill in when needed due to temporary absences or vacancies left by other school secretaries. This includes responding to students and faculty regarding registration needs, tracking admission files, keeping records, and organizing confidential materials.
- Master necessary computer software, including PeopleSoft, WorkDay, Kronos, MS Word, MS Excel, Outlook, EMS Reservation System.
- Monitor and maintain information for department to keep students and faculty up to date on department programs. Provide relevant information to appropriate staff persons for posting on bulletin boards, website or other locations as deemed appropriate.
- Accept other duties as assigned and approved by the Program Administrator, Administrative Director or the Dean for the School of Arts & Humanities.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
- Proficiency in Microsoft Word for Windows and Excel, ability to learn additional programs, including MS Publisher, EMS reservation system, PeopleSoft student database, WorkDay and Kronos.
- Ability to compose documents with correct punctuation, grammar and spelling. Compose routine correspondence from verbal instructions and/or e-mail requests.
- Highly organized skills including prioritizing, filing, archiving, and materials management.
- Ability to compose written correspondence and reports by compilation of semi-finished and source materials.
- Ability to work well in cooperative, dynamic work group in a busy academic setting.
At least two years college-level education, training, or instruction (such as community college, trade school or extension programs), or any combination of education, training, or experience that provides the required knowledge, skills, and ability. Three to five years of general office experience showing increasing levels of responsibility. Preference will be given to applicants with prior work experience in an academic setting. Excellent oral and written communication skills required. Must possess a valid California Driver’s License and meet CGU’s authorized driver’s requirements.