Academic Office Specialist - Mathematics

Office Support

• Provides administrative and clerical support to Chairperson, faculty, and staff.
• Maintains and sets up a filing system that is virtual and physical.
• Files, organizes, and cross-indexes files.
• Completes and processes forms, records, and other documents in accordance with established procedures.
• Assists the department in scheduling meetings, including invitations, parking passes, and room scheduling.
• Assists with special events by coordinating rooms and partnering with other departments to ensure successful set-up and execution of special events.
• Coordinates the digitization and maintenance of files and multimedia materials for use in the classroom.
• May be assigned to originate correspondence on behalf of Chairperson and maintain signature authority on delegated routine matters.
• Maintains confidential or sensitive records and information.

Academic Support

• Works with faculty, Chairperson, and Curriculum Management to set up/modify course sections each semester.
• Works with faculty to obtain contract "load and reassigned time" forms each semester, submits to the Chairperson for review/approval, and enters approved information into the system of record. Register students, as requested by the Chairperson and Advisors.
• Works with the Office of the Executive Vice President - Administrative Operations (EVPAO) to ensure faculty/adjust load information is accurate every semester.
• Runs faculty workload reports for the Chairperson.
• May also review and provide feedback to the Chairperson regarding faculty workload reports.
• Works with Central Scheduling and EVPAO to ensure all classroom/lab room capacities and software information are accurate.
• Assists Chairperson with departmental accreditation activities.
• Provides direct support to department Lead Instructors and Program Coordinators, as needed.
• Assists with the department's work study students to ensure projects are completed.
• Works with faculty and the Print Shop to ensure all marketing materials are current and an adequate supply is available.
• Utilizes programs to help edit program webpages as needed.

Customer Service

• Provides customer services within assigned department or functional area to students, general public, and others by furnishing and obtaining information; resolving routine problems; assisting with procedures, processes, and requirements; performing other customer service responsibilities, as necessary.
• Maintains exceptional public relations and customer service to the general public, students, faculty, staff, and others.
• Greets and routes students and other visitors to the appropriate place, answers the telephone, routes calls, takes messages, and provides general information about the department.
• Monitors department e-mail account and distributes/responds appropriately.
• Furnishes and obtains information and works to resolve issues with the Chairperson.
• Assists with setting up interviews and provides applicant information, as requested.
• Communicates with faculty and staff regarding messages and student questions in a timely manner.

Facilities & Financial

• Monitors budgets and works with the Chairperson to initiate/submit the budget transfers, as necessary.
• Monitors the program budget accounts and informs the Chairperson and faculty, as appropriate, on the amounts left in the
  accounts, as needed.
• Orders office and classroom supplies, as necessary.
• Reconciles P-Card statement monthly.
• Organizes the ordering and storing of supplies as needed.
• Acts as liaison between Bookstore and faculty for textbook adoptions and classroom supplies.
• Initiates work orders such as housekeeping, general maintenance, etc., and follows through until completion.

Culture of Respect

• Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.