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Coordinator for Academic Affairs

Location: Saint Petersburg
Posted on: November 22, 2021

Job Description:

Primary Purpose:
Provide administrative support to Associate Dean. Provide office and administrative support to the Dean's Office Suite, as needed.
Maintains a tickler file for Associate Dean;
Assists students by facilitating bar entrance processes and grade appeals;
Preliminary review of application amendments from students, request additional materials & files as needed, prepare first draft and final letter from Associate Dean and communicate resolution to student;
Prepares correspondence as directed by Associate Dean - compose first draft and final letter for signature;
Works with Executive Assistant to provide the necessary information for the preparation of adjunct faculty salary letters for Dean's signature; email contract packets to adjuncts, and scans adjunct material into BDM;
Coordinates adjunct information each semester with human resources, the registrar's office, and the business office;
Provides adjunct contact information to other departments;
Updates adjunct webpage each semester;
Assists in adjunct hiring process by fielding inquiries from new prospective adjuncts, providing application, previous syllabi, textbook information, and other support as needed;
Contacts potential adjuncts to gauge interest and set interview appointments;
Maintains adjunct files and complete follow-up as needed for signed contracts, transcripts, and other needed documents;
Manages files for students under Associate Dean for Academic Affairs;
Assists with scheduling of classes by creating and maintaining necessary reports on faculty workload, courses, eve/weekend rotation, and adjunct faculty.
Assists with updating the adjunct faculty handbook;
Works with Administrative Specialist to organize new faculty and adjunct training and other events and activities as assigned;
Compiles and maintains course syllabi retention and examinations for Office of Associate Dean;
Assists with annual ABA questionnaire;
Designs, creates, and compiles data reports as needed;
Daily communication with students, department heads, and faculty;
Assists Associate Dean with student appointments and communications (i.e. attendance issues, etc.)
Provides administrative support to Dean's Suite by sharing in responsibilities for greeting visitors, answering phones, and processing and delivering mail and graduation;
Attends Department Head meetings to record minutes;
Attends Honors and Awards and Commencement ceremonies;
Maintains strict confidentiality, a collaborative work environment and works well with others; and
Other duties as assigned.
A.A./A.S. degree required. Bachelor's degree preferred. Will consider a combination of education, and experience (especially in higher education) in lieu of degree. - At least 5 years of experience as an executive assistant or highly responsible administrative support role. - Must possess a high level of organization and strong written and verbal communication skills. - Ability to make decisions, exercise sound judgment, and maintain confidentiality. -Ability to work as a positive team player as well as independently. -Excellent follow-through and attention to detail, excellent multi-tasking and interpersonal skills. - Must be a dependable, responsible contributor committed to excellence and success. - Strong customer service skills and professionalism are a must. - Works to build an environment that promotes and facilitates the success of Diversity and Inclusive Excellence. Ability to work flexible hours during busy office periods. - -Must have proficiency in Microsoft Office Suite (Outlook & Calendar, Word, Excel, PowerPoint, Access), WordPerfect. - Banner experience, preferred.

Proof of completed COVID-19 Vaccination Required

Keywords: STETSON UNIVERSITY, St. Petersburg , Coordinator for Academic Affairs, Other , Saint Petersburg, Florida

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