Coordinator, Division Operations

by San Jacinto College on December 13, 2013

in University Jobs

1. Coordinates 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. Ensures that the division's schedules, catalogs, and various publications reflect accurate course offerings and program information. 2. Coordinates the purchasing of goods and services, including preparation and evaluation of quotes and bids, preparation of requisitions, and receipt of goods and materials. Further, reconciles Purchasing Card or other credit card receipts against approved purchases and billing statements, as needed. 3. Tracks expenditures and prepares budget revisions, when required. Also completes budget vs. cost analyses throughout the year, in addition to expense projections, trend reports, and ad hoc reports, as required. Ensures 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. 4. Assists with recruitment of part-time faculty and manages completion of hiring paperwork for part-time faculty and students, which includes employment verification, background check authorization, tax exemption forms, payroll deposit forms, retirement forms, and credentials verification. 5. Manages faculty and staff payroll by ensuring that worked and non-worked time and contact hours are reported correctly, hiring paperwork is completed, and overloads and stipends are identified. Further, ensures that Memorandums of Assignment, Memorandums of Understanding, Faculty Workload forms, and retirement documents for part-time faculty and Extra Service Agreements for full-time faculty are completed each semester. 6. Manages the division's annual operational and capital budget expenditures, including tagging items for inventory, documenting disposals, assisting in physical inventories, and maintaining appropriate records). 7. Compiles information, prepares data reports, and reports on enrollment and certificate/degree completion, room utilization, faculty workload, and other areas for Instructional Deans and Divisions. Maintains career cluster six-year plans and agreements and the list of out-of-district sites and affiliation agreements. Completes ad hoc projects, as assigned. 8. Participates in activities associated with SACS accreditation, program accreditation, search committees, appropriate training, and other miscellaneous District and college initiatives, as needed. 9. Monitors textbook and instructional materials orders, from inception to receipt. 10. Identifies, develops, and implements administrative "best practices," and re-engineers processes, if required, so that they are efficient, documented, and communicated to faculty and staff. 11. Other duties as assigned. - Must have an associate degree (or higher level degree) in Business, Accounting, Finance, or related area. - Must have at least three (3) years related work experience. - Must have intermedate to advanced "User Level" computer skills using MS Office Software, including Word, Excel, and Outlook. - Must have strong interpersonal skills and outstanding written and verbal communication skills. - Must have knowledge and experience in areas of purchasing, budgeting, financial administration, financial reporting, and personnel administration. - Must have a strong sense of attention to detail and importance of meeting deadlines and be able to multi-task. - Initiative, self-starter, and analytical skills are mandatory. - Must have the ability to work with minimal supervision and maintain confidential information required.

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