Academic Affairs Coordinator

The Position

The Academic Affairs Coordinator will play a crucial role in ensuring the effective operation of administrative functions within the unit and across Ocean County College. This position requires a dynamic individual with exceptional organizational skills, attention to detail, and proficiency in administrative software and technology. This position performs a variety of confidential office and student, faculty, and workforce program support functions that require learning and understanding various in-depth academic and workforce policies, practices, and procedures. The Academic Affairs Coordinator will also manage office operations and communications, coordinate, oversee, and improve processes, and provide support to the unit to enhance efficiency and equity.

Classification: Non-Affiliated Administrator

Staff Duration: Full-Time, 12 months

What You Will Do

• Coordinate and support the unit’s administrative processes and daily operations by maintaining established office procedures, coordinating workflow activities, focusing on continuous improvement and innovation through the implementation of streamlined procedures and technology.
• Collaborate with faculty and staff to ensure alignment with institutional policies, regulatory standards, and best practices to optimize workflow efficiency and productivity.
• Manage and organize office data by gathering, tracking, and maintaining complete and accurate records/files, workforce program documentation, operational data, calendars, databases, and other departmental records to support reporting, compliance, and departmental operations.
• Execute various confidential office and student/faculty, and workforce program support tasks, utilizing a comprehensive understanding of academic policies, practices, and procedures to appropriately resolve or escalate student inquiries and situations to relevant parties.
• Coordinates scheduling and support for various faculty-related processes, such as syllabi review, and the observation and evaluation process.
• Oversee and coordinate all unit-wide communications, handling incoming communications via phone, mail, email, and in-person visits, providing prompt and professional, and customer-focused assistance to students, faculty, staff, employers, community partners, and other internal and external stakeholders.
• Coordinate the scheduling and logistics for designated meetings, appointments, and events for the unit and Dean, including arranging room reservations and set up, aligning stakeholder schedules, and ensuring efficient use of time and resources.
• Oversee notetaking during meetings, compile action items, and facilitate follow-up communications to ensure timely execution of decisions and tasks.
• Manage updates of the unit's website content, ensuring accuracy, relevance, and consistency with the college's branding and messaging.
• Process requisitions, book orders, work order requests, payment requests, travel, office and classroom supply inventory and ordering, payroll as needed, and all other purchasing processes, ensuring compliance with budgetary guidelines and procurement policies.
• Assist administrative processes by creating, maintaining, and organizing workforce program documentation, student records, experiential learning documentation, agreements, compliance records, credential documentation, student outcome information, and other records necessary to support departmental operations and institutional reporting requirements.
• Support special projects, initiatives, and events assigned by the Dean or designee, utilizing technology and administrative systems to improve operations and achieve departmental goals.
• Other duties as assigned.

The Successful Candidate Must Have

• Associate’s degree in a related field or additional two years equivalent experience.
• One year of professional experience in higher education; OR three years of responsible administrative experience in a related field.

Even Better If You Have

• Bachelor's degree in a related field or equivalent experience.
• Administrative experience at a Community College
• Bilingual in Spanish and English

Ocean County College offers the following benefits to full-time Non-Affiliated Administrators:

Personal Time Off

OCC offers generous time off every fiscal year. Mid-year appointments will receive a prorated share of allotted time off.

Vacation: Twenty-five (25) Days

Sick: Thirteen (13) Days

Holidays: Fifteen (15) College Recognized Holidays

Pension Benefits

Participation in the New Jersey State Pension System is a requirement of eligible employees. Depending on the position and NJ State review, the participating pension will be the Alternate Benefit Program (ABP), Public Employees Retirement System (PERS), or the Defined Contribution Plan (DCRP). For more information visit: https://www.state.nj.us/treasury/pensions/pension-info-active.shtml

Health Benefits

Medical: OCC offers its employees several health insurance options through the NJ State Health Benefit Program as a local education employer. Coverage is effective after a 2-month wait period. All employees are required to contribute to the cost of their health benefits under Chapter 78, P.L. 2011\. To view the cost of contribution calculator, plan coverage, and more information visit: https://www.state.nj.us/treasury/pensions/hb-active-sehbp.shtml

Dental: The College offers dental insurance through Horizon Dental with three plan options. All single coverage levels are at no cost to the employee.

Flexible Spending Accounts

Our generous flexible spending program allows you to deduct pre-tax dollars which can be used for co-pays, deductibles, dental, and dependent care.

Tuition Reimbursement/Waiver

OCC offers tuition reimbursement to accredited credit and certificate programs, as well as OCC credit tuition waiver and non-credit course reimbursement for employees and their eligible dependents.

Ocean County College is a Public Service Loan Forgiveness eligible employer. Go to: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service for more information.

Employee Assistance Program

OCC offers all employees to take advantage of our Employee Assistance Program (EAP) for mental health support. This is a free and completely confidential service where EAP counselors provide assessment, support, and if needed referrals to additional services.

01

Which of the following best describes your related experience?

• At least one (1) year of experience in Higher Education
• Two (2) or more years of experience in Higher Education
• At least three (3) years of experience in an office or administrative role
• None of the Above

02

If you have experience in the above, briefly explain what you did (1-2 sentences). If you do not have any experience, write N/A.

03

Are you bilingual in English and Spanish? Please select the option that best describes your proficiency level in speaking, reading, and writing both languages.

• Fluent in both English and Spanish (speaking, reading, and writing)
• Proficient in both English and Spanish (can hold a conversation, read, and write with some assistance).
• Basic proficiency in both English and Spanish (can understand and communicate in simple terms).
• I am not fluent in Spanish

04

This position is a fully in-person position. Are you able to work in person at our location in Toms River, NJ?

• Required Question