College: DCC

Department: Academic Affairs

Sub department: Adult Education

Type of Appointment: Full time - Regular

Duties and Responsibilities:

50% Administrative Management
Responsible for coordination of the day-to-day functions of the program office. (checking students in, triaging next steps like registration, orientation, testing, or scheduling, answering the phone and returning calls, scheduling work-study students).
Coordinates with staff on operational issues, update location signs and outgoing messages, keeping lines of communication open. e.g., late registration hours, building hours, security.
Communicates with facilities managers regarding janitorial, maintenance, and OIT to ensure that classrooms and offices are orderly and accessible and ready for learning.
Manages purchase requests, supply orders, and work with leadership to communicate ordering and receiving.
Maintains an inventory of all program resources - space, supplies, equipment, etc.
Provide in office orientation to new hires relating to communication applications and databases (Teams, Outlook, GSuite, LoLA, Greenbean).
Triage walk in and appointment based queries of new and returning students into on campus events for New Student Orientation, Testing, and Scheduling.
Maintain an internal calendar of events for staffing and instructional cycle and student cycle including: registration, orientation, testing and scheduling.
Maintains a professional development file for all staff and instructors ensuring that the required paperwork is on file and kept up to date.
Liaises between program and college offices - HR, payroll, OIT, Facilities, Campus Police, etc.
Revises forms and updates the Program Handbook to reflect changes in policies and procedures; trains all instructors on procedures to follow in using new forms.
Maintains and updates the filing system for student and program records in compliance with state and federal guidelines.
Participates in the review and formulation of rules, procedures, and regulations for the agency
Adheres to regulations regarding confidentiality of student records.
Support new hire process: tracking of applications, communications, and interviewing for instructors and coaches.
Correspondence with Human Resources regarding applicants progress through New Hire Process, payroll, and timesheets.
Maintain knowledge of college policies and procedures and state and federal laws and regulations.
Ensures that the program directory is up to date in the college directory.
Update location signs and outgoing messages.
Knowledgeable of the registration process for underage students. Provide guidance to guardians and collect paperwork for signatory. File upon processing.
20% Event Management
Coordinate with the Intake team, Testing and Scheduling leads about staffing, room availability, technology available and supplies necessary for in person events.
Plans and manages program appointments, meetings, travel, and seminars.
Organizes resources/space for program events and manages program supply levels.
Collaborate with Student Services and Academic Teams to ensure the Instructional Calendar for the year is current.
Coordinate management of Testing events (TABE, CLAS-E, OPT) with Intake Coordinator and Campus Coordinator.
25% Management/Leadership
Meeting with direct reports in a prescribed schedule.
Communicating the work of the department within that area both internally to the team and to colleagues.
Working with outside partners or agencies as appropriate.
Assess staffing needs, participate in interviewing & onboarding new staff as necessary.
Develop and implement a plan for internal recognition and appreciation.
Establish and monitor growth goals for the development of direct reports.
Manage direct reports in not only in Operations Team tasks but also in joint-tasks operated by multiple Teams.
5% Other duties as assigned

Required Education: Bachelor’s degree required

Required Experience: 3 years experience in an office management experience.

Required Licenses or Certifications: N/A

Preferred Education: N/A

Preferred Experience: Preferred: 5 years working in an educational setting, and 2 years office management experience.

Passing pre-employment criminal background screen is required as a condition of employment.

“Delgado Community College is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.”