Coordinator, Division Operations

Company: San Jacinto College
Location: Pasadena
Posted on: January 24, 2025

Job Description:

Coordinator, Division Operations - Central CampusPRIMARY FUNCTION: Provide operational support for systems and infrastructure to administrators, as well as faculty, staff and students within the division. Essential Job Functions:

• Coordinate the building of credit education schedules to ensure that students can enroll in the division's course offerings, full- and part-time faculty are paid appropriately, appropriate fees are collected, and State reporting is accurate. Ensure that the division's schedules, catalogs, and various publications reflect accurate course offerings and program information. Complete the course cancellation process.
• Coordinate contracts and purchasing of goods and services, including preparation and evaluation of quotes and bids, and receipt of goods and materials.
• Develop and monitor expenditures and prepare budget revisions, when required. Complete budget vs. cost analyses throughout the year, in addition to expense projections, trend reports, and ad hoc reports, as required. Ensure that approval and reporting procedures are in place and communicated to everyone for faculty, staff, and students to travel in and out of the District and to report travel expenses according to District and college travel policy.
• Assist with recruitment of part-time faculty and maintain completed hiring paperwork for part-time faculty and students, which includes background check authorization, tax exemption forms, payroll deposit forms, retirement forms, and credentials and Statement of Employment Qualifications (SOQ) completion/verification.
• Coordinate with faculty and staff payroll to ensure that worked and non-worked time and contact hours are reported correctly, and/or overloads and stipends are identified. Ensure that Faculty Workload reports, faculty/staff daily schedules, and Extra Service Agreements for full-time faculty are completed.
• Manage the division's annual operational budget expenditures and facilities, including documenting disposals, assisting in physical inventories, and maintaining appropriate records.
• Compile information; prepare data reports, and report on enrollment and certificate/degree completion, room utilization, faculty workload, and other areas for Instructional Deans and Divisions.
• Participate in activities associated with SACS accreditation, program accreditation, interview committees, appropriate training, and other miscellaneous college initiatives, as needed.
• Assist with reports in enrollment, facility utilization studies, comparison reports, fiscal tracking, and labor tracking.
• Coordinate with administrative assistants to set up Advisory Committee meetings, departmental recruiting events, and curriculum revisions and submission. Additional Job Functions:
  • General office duties and other duties as assigned including assisting dean with other projects, campus projects, training, etc.
  • Maintain room keys inventory and coordinate new keys and proximity cards as needed.
  • Prepare mass mailings of technical brochures to area high school seniors
  • Coordinate preparation of Carl Perkins Discretionary Grant Budget and distribution of Grant funds
  • Coordinate distribution of documents for Enrollment Services. Ensure that grades and end of course folders have been submitted, reviewed, and approved.
  • Provides direct support to students as needed.
  • Work Business Office as required to include attend training class for this need. Knowledge, Skills and Abilities:
    • Position requires strong interpersonal skills and outstanding written and verbal communication skills.
    • Knowledge and experience in areas of purchasing, budgeting, financial administration, financial reporting, and personnel administration are required.
    • Requires individual with strong sense of attention to detail and importance of meeting deadlines and who can cope with several tasks simultaneously.
    • Initiative, self-starter, and analytical skills are mandatory.
    • Above average skills in the utilization of computer systems, including PCs to extract (query) and report on information essential.
    • Ability to work with minimal supervision and maintain confidential information required Required Education:
      • Associate degree (Business, Accounting, Finance, or related area) required Preferred Education:
        • Bachelor's degree Required Experience:
          • 3 years related work experience Preferred Experience:
            • Higher education experience preferred Note: This position has opportunity for limited remote work arrangements with appropriate approvals and in accordance with the policies, procedures, and needs of the College.Salary Grade: 109Salary is based on the Board-approved salary schedule for the current fiscal year. Requisition Number: req5594Posting Close Date: 1/25/2025
              
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Keywords: San Jacinto College, Sugar Land , Coordinator, Division Operations, Accounting, Auditing , Pasadena, Texas