Senior Academic Division Admin Specialist - Health Professions

Bentonville, AR, United States

NorthWest Arkansas Community College (NWACC) provides quality and affordable higher education to empower lives and strengthen communities within Northwest Arkansas and surrounding areas.

As the largest community college in Arkansas, NWACC is recognized as a leader in education. NWACC offers a full range of associate degrees, certificates and workforce training programs that prepare students for rewarding futures and careers.

NWACC employees are dedicated to fostering a diverse educational community and cultural learning environment that supports student success.

Under the direction of the Academic Dean, the Senior Administrative Specialist assists with communication among the programs of the division and is responsible for providing frontline constituent support, coordinating office activities, researching, and preparing special reports, and executing administrative policies and procedures as directed by supervisors. Essential Duties and Responsibilities

Manages the day-to-day operations of the office for the Dean, including faculty relations, contact with external constituents, and relationship building with local, state, and national organizations on behalf of the Dean.

Coordinates the Dean's daily meetings with current Faculty and other Deans. Supports and manages all communications and correspondence for the Dean, including telephone, email, letter writing, and others as needed. Handles confidential information with tact, discretion and in compliance with FERPA regulations.

Coordinates the preparation of the course schedule for the division, including preparing Faculty Load and Compensation records for all division faculty employees, inputs schedules into college ERP system (Workday), coordinates room scheduling in Ad Astra, prepares and processes schedule changes, cancellations, closings in the aforementioned systems.

Coordinates and maintains division operational processes including assisting with time sheets, work orders, internal supplies orders, purchase orders, book orders.

Maintains files for division grade books, degree plans and budget records.

Serves as the liaison between an administrator and students, staff, faculty, community organizations, governmental agencies, contractors, vendors, and others by providing information and assistance regarding various College programs, schedules, procedures and requirements and resolving administrative problems.

Collaborates with other divisional administrative assistants, campus clubs and organizations, and staff on miscellaneous projects and serves on various committees.

Oversees and directs the work of assigned staff or work study on a project or day-to-day basis.

Manages, tracks, and reports/prepares monthly budget reports.

Assists with clerical tasks to support activities of the division, which includes but is not limited to copying, filing, processing incoming and outgoing mail and faxes.

Organizes and maintains work files using a variety of systems, from Excel, Word, Workday, Ad Astra, and other college software and database management systems.

Manages daily workflow in order to prioritize multiple projects at one time.

Supports the division advisor in serving students..

Maintains division meeting records, and correspondence with outside entities.

Performs any other related duties as required or assigned.

Pay $17.31 per Hour

Knowledge, Skills, and Abilities

Communication Skills

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

Demonstrate professionalism at all times, recognizing that this position serves as the face or first impression of the Division.

Exhibit excellent digital and interpersonal communication skills.

Collect, input, and analyze data in an independent manner to inform decision-making.

Propose capacity-building solutions in response to data analysis and reports.

Write reports and publish documents in a timely manner with appropriate tone, style, and information needed for the rhetorical situation.

Public Contact

Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons.

Demonstrate attempts to recruit, retain, and connect with NWACC students in a variety of communication formats.

Serves as the liaison between an administrator and students, staff, faculty, community organizations, governmental agencies, contractors, vendors, and others by providing information and assistance regarding various College programs, schedules, procedures and requirements and resolving administrative problems.

Respond to general email inquiries.

Clearly exhibit prioritization of student success.

Employee Contact

Contacts with program directors and frequently with staff and faculty; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken.

Respond to general email inquiries.

Software Skills Required

Spreadsheet, Word Processing, Accounting, Database, Presentation/PowerPoint

Use data to send out mail, merge documents, create labels, run generic reports, cold call students and employers, and track student participation in college sponsored events and programs.

Other KSAs

Knowledge of the principles and practices of business mathematics.

Knowledge of computers and software applications.

Ability to prepare, present, and review oral and written information and reports.

Ability to research and analyze related work program information.

Ability to develop, recommend, interpret, and apply policies and procedures.

Ability to analyze financial records and prepare reports.

Ability to plan, organize, and direct the work of others.

Exhibits excellent digital and interpersonal communication skills.

Uses initiative and judgment within established guidelines.

Physical Demands

Occasionally:

Crouching

Driving

Manipulate items with fingers, including keyboarding

Grasping

Kneeling

Lifting

Pulling

Pushing

Stooping

The employee must occasionally lift and/or move up to 25 pounds

Constantly:

Feeling

Hearing

Reaching

Repetitive motion

Sitting

Standing

Talking

Walking

Environmental Conditions

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and/or visual inspection at distances close to the eyes. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Education And Experience

The formal education equivalent of an Associate's degree; plus, one year of specialized training or experience in administrative assisting, business management, business education, or a related field.

Experience in Workday preferred.

OTHER JOB-RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

NWACC is an Equal Opportunity Employer, please see our EEO policy.

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