Specialist II, iCampus Administrative and Scheduling

Position Title:

Job Description:

POSITION SUMMARY

Provides overall administrative support to the iCampus Director. Works closely with the offices of the college deans, faculty departments and academic divisions. This individual will be a primary contact for student, faculty, and staff who have questions and problems. Communicate information, explain policies and procedures, and organizes workflow so that the office operates efficiently. Works with academic departments and scheduling in the creation of semester schedules. Assists with creation and deployment of student course evaluations. Responsibilities also include, but not limited to, maintaining data accuracy in multiple databases and software systems, and troubleshooting scheduling issues

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Assign trained faculty to scheduled distance education (i.e., online, hybrid, etc.) sections as requested by academic departments following department guidelines.
2. Maintain records for the completion of the course development process and training requirements per contracts and JJC/department policies.
3. Create and generate necessary reports (scheduling, budget, and others) as needed to perform work and assist others within and outside the department with distance education data and information.
4. Communicate with management and technical team to resolve internal scheduling issues.
5. Actively participate in training and testing to assist in identifying improvements in the semester scheduling process.
6. Collaborate with Scheduling team to maintain accurate data and exercise consistency with all types of offerings including traditional, online, and hybrid sections at all JJC campuses.
7. Provide customer service and assistance to students, faculty and college personnel. Manage phone calls, emails, desk coverage, and inquiries.
8. Prepare correspondence, documents, spend authorizations, and other related materials. Collect, compile, and maintain data related to iCampus; prepare appropriate reports.
9. Process faculty stipends associated with the development of iCampus courses, training, mentoring, contractual agreements, etc.
10. Assist in facilitating student courses evaluations for all course formats.
11. Order supplies and equipment for iCampus. Monitor iCampus budget accounts; process credit card transactions; prepare purchase requisitions and direct payment vouchers; process budget transfers, adjustments, etc.
12. Process work orders for facility services, food service and IT help desk.
13. Assist Director in obtaining, monitoring and processing department license agreements. Work with the Business Office to update contracts and licenses.
14. Handle highly confidential information and personnel files.
15. Coordinate and schedule meetings, maintain electronic calendars.
16. Support iCampus faculty by providing semester procedures and policies on a continual basis.
17. Participate in achieving departmental and collegiate goals and objectives.
18. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. Associate's Degree.
2. Three (3) years of related work experience.
3. Proficient in the Microsoft Office Software programs, including Word and Excel.
4. Attentiveness to detail, organizational skills, initiative and multitasking ability.
5. Ability to work effectively with people; courteous, dependable, and personable with good oral and written communication skills.
6. Ability to work independently and establish priorities.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Experience using Ellucian Colleague
2. Knowledge and use of a Learning Management System (Canvas preferred).
3. Experience working within the Academic Affairs Division.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
1. Duties are performed indoors in the usual office and/or outdoor environment.

BENEFITS

Click on the link for information about JJC's Benefits: Technical Office Support Staff Council (TOSSC)-AFT Local 604

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