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. While scheduling, the individual is responsible for data entry of hybrid and online course sections offered at all JJC campuses and all instruction methods, and for processing all course section schedule changes. Responsibilities also include, but not limited to, maintaining data accuracy in multiple databases and software systems, troubleshooting scheduling issues, providing necessary semester scheduling information to college stakeholders, and assisting in scheduling training. This individual works in collaboration with the Scheduling Technician and Scheduling Coordinator to maintain college course scheduling procedures.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Process, verify, and edit course section information of each semester schedule within the student information system.
2. Process all approved section changes, additions and cancellations
3. Maintain data entry requirements by following semester scheduling procedures.
4. Generate necessary course schedule reports/data to identify, review and resolve data discrepancies, including conflicts, corrections, or errors, for each semester class schedule.
5. Communicate with management and technical team to resolve internal scheduling issues.
6. Actively participate in training and testing to assist in identifying improvements in the semester scheduling process.
7. Collaborate with Scheduling Department to maintain accurate data and exercise consistency with all course type of offerings including traditional, online, and hybrid sections at all JJC campuses.
8. Serve as support back-up for the Scheduling Department when they are on vacation.
9. Provide customer service and assistance to students, faculty and college personnel. Manage phone calls, emails, desk coverage, and inquiries.
10. Prepare correspondence, documents, travel vouchers and other related materials. Collect, compile, and maintain data related to iCampus; prepare appropriate reports.
11. Process faculty stipends associated with the development of iCampus courses, training, mentoring, contractual agreements, etc.
12. Order supplies and equipment for iCampus and the Adjunct Faculty Center. Monitor iCampus and Adjunct Faculty Center budget accounts; process credit card transactions; prepare purchase requisitions and direct payment vouchers; process budget transfers, adjustments, etc.
13. Process work orders for facility services, food service and IT help desk.
14. Assist Director in obtaining, monitoring and processing department license agreements. Work with the Business Office to update contracts and licenses.
15. Handle highly confidential information and personnel files.
16. Coordinate and schedule meetings, maintain electronic calendars.
17. Support iCampus faculty by providing semester procedures and policies on a continual basis.
18. Participate in achieving departmental and collegiate goals and objectives.
19. 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

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours: