What are the responsibilities and job description for the Academic Administration Coordinator position at Otis College of Art and Design?
Job Summary:
The Academic Administration Coordinator provides a variety of administrative and financial services as assigned. This position liaises with Chairs, Directors, and other areas of college administration to support, assess, and resolve departmental and central administrative concerns. This position reports to the Director of Academic Administration.
The Academic Administration Coordinator provides a variety of administrative and financial services as assigned. This position liaises with Chairs, Directors, and other areas of college administration to support, assess, and resolve departmental and central administrative concerns. This position reports to the Director of Academic Administration.
Responsibilities:
- Works directly with Human Resources when onboarding new part-time faculty into Silkroad system and following the FLAC (Faculty Load and Compensation) processes to conclusion.
- Manages the part-time and adjunct faculty contract process from appointment notifications to course load entry in Banner 9 (resource planning and information system), to approvals from Chair, Provost, and Human Resources, until final confirmation of formal contract acknowledgment in Banner Self-Service.
- Assists in collection of updated course descriptions.
- Coordinates with faculty to obtain books and readers information each semester in a timely manner and updates website/google sheet with accurate information to be compliant with governmental regulation.
- Collects faculty CVs annually for central archiving
- Tracks and monitors departmental budget activity and researches and resolves issues with Financial Services office.
- Assists in budget development and reconciliation projects by gathering, analyzing, and reporting data as needed. Provides quarterly reports to academic departments as well as budget/expenditure updates as requested. Monitors assigned department budgets and works with assigned budget manager(s) and Financial Services to investigate variances where determined.
- Authorizes expenditures within established budget limits. Prepares and submits related forms and reports. Interacts with College administrators and offices to provide information, resolve problems, and reconcile accounts.
- Reconciles statements and works with Accounts Payable to reimburse invoices and disbursement requests. Interfaces with Purchasing office, external vendors/suppliers, and the Financial Services office to verify transactions, and resolve discrepancies.
- Manages varying departmental expenditures, such as Stipends, Travel & Expense disbursements, Honoraria, Payroll Authorizations, etc. Submits relevant paperwork to the appropriate College offices for timely processing and payment to recipients, as well as interfacing with the Academic Affairs office, Human Resources, and Financial Services to ensure timely payments.
- Monitors pending process and project items and follows-up as needed.
- May develop administrative forms, reports, systems, etc., in consultation with Director of Academic Administration to facilitate the implementation of various procedures within Academic Division.
- Ensures confidentiality and controls access to sensitive departmental files and information.
- Develops and documents effective workflows and processes.
Performs other related duties as assigned.
Required Qualifications
Qualifications:
Preferred Qualifications
- Bachelor’s degree or equivalent combination of education/experience is required.
- This position requires a minimum of 3 years of related work experience in office management and budget administration, preferably in an academic setting.
- Other skills required for this position include analysis, budget control, interpretation of policies/trends, and time management.
- Individual must be detail oriented and excel in organization, planning, communication (both written and oral), and problem identification and resolution.
- Proficiency with Enterprise Resource Planning systems, such as Banner. Graphic design software/Adobe Suite
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DFEH Workplace Discrimination (English)
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EEO is the Law (English)
EEO is the Law (Espanol)
Family Medical Leave Act (English)
Family Medical Leave Act (Espanol)
Los Angeles Fair Chance Initiative
Polygraph Protection Act (English)
Polygraph Protection Act (Espanol)
DFEH Workplace Discrimination (English)
DFEH Workplace Discrimination (Espanol)
EEO is the Law (English)
EEO is the Law (Espanol)
Family Medical Leave Act (English)
Family Medical Leave Act (Espanol)
Los Angeles Fair Chance Initiative
Polygraph Protection Act (English)
Polygraph Protection Act (Espanol)
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