College: DCC

Department: Academic Affairs

Sub department: Adult Education

Type of Appointment: Unclassified - Faculty 12 month (Grant Funded)

Duties and Responsibilities: 

Office Coordination
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.

Data Management
General student information system (SIS) management, maintenance & troubleshooting
Coordinate database development to support better IT and data systems
Works with leadership team to assure the program meets or exceeds standards
Oversee database projects and feature requests including: identifying requests, outline projects and execution
Maintain reporting requirements for active grants
Document and train staff on program procedures for maintaining database and building new features
Document and train program procedure for periodic data reporting to the state SIS
Outline the framework of the steps chronologically in the cycle of a session including: scheduling forms and maintenance, creating sections in the database, student accounts, supporting Google Classroom LMS, etc.
Provide assistance to the academics team in analyzing assessment data with a view to create and implement plans to target identified student needs.
Track and report student participation in coaching services
Coordinate with all teams to generate reports on an as needed basis
Meeting with Program Effectiveness Team
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

Operations Coordination
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.
Manage direct reports not only in Operations Team tasks but also in joint-tasks operated by multiple Teams.

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 Testing & Accessibility Coordinator, Intake Coordinator and Campus Coordinator.

Required Education: Bachelor’s degree

Required Experience: 2 years experience in office management.

Required Licenses or Certifications: N/A

Preferred Education: Master's Degree in Business or Education

Preferred Experience: 5 years experience in office management for an education provider.

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.