Job Description

Job Title- SECRETARY-MATH & SCIENCES

Position Status- Full Time

Classification Title- Classified-12 m-Level IV

Work Location- Main Campus-3600 N. Garfield, Midland, TX

Job Summary- Assist Dean of Math & Science in management of departmental budgets, management of federal grants, payroll, supervision of office personnel, course scheduling, personnel documentation, building and room assignments, college reports, and other office responsibilities.

Required Qualifications

• High School diploma or equivalent and two years of clerical and general office experience; or Associate Degree or equivalent (60 college credit hours)
• Computer literate with experience in Microsoft Word, Excel, and Outlook
• Experience with management of department budgets, federal grants, and payroll
• Strong communication and organizational skills
• Self-motivated

Preferred Qualifications

• Associate’s degree
• Prior experience in school or college administration
• Knowledge of Jenzebar, ImageNow, and Sharepoint software

Essential Functions

• General division office duties include correspondence, phones, work requests, travel arrangements/expense reports, overseeing maintenance/custodial campus requests, degree plans, etc.
• Provide faculty support for approximately 35 full-time faculty and 20 adjunct faculty
• Maintain all aspects of payroll information – lab assistants, adjunct faculty, college work-study, overload pay, employee personnel status forms, time sheets, substitution forms, and leave requests
• Maintaining records and reports; accounting, budget reconciliation, and equipment purchases for approximately five different grants
• Coordinate with the Dean and faculty on the awarding and budgeting of stipends and scholarships through eight different Math & Science scholarship funds
• Assist with the preparation of the annual budget for ten departments
• Handle all paperwork and data entry for the purchase of departmental supplies and equipment, including the ordering of all scientific labs totaling an approximate annual budget of $150,000 in supplies and equipment
• Assist in the preparation and submission of bids as required
• Collect and submit all necessary documentation for field trips, including field trip abstracts, vehicle requests, driver’s license approval, student consent forms, and reimbursement of travel expenses
• Prepare college reports as needed, i.e., faculty qualifications and the upkeep of SACS reports
• Supervise the update of course syllabi and the collection and documentation of the syllabi from all faculty each semester
• Assist in the preparation of curriculum revision and maintain necessary files
• Assist with the update and proof of the college catalog
• Maintain articulation and contractual agreements
• Work with the faculty to prepare and maintain the course schedules for all departments in the Math & Science Division
• Prepare and maintain room utilization schedule
• Track rosters, grades, grade books, and incomplete grade contracts; coordinate book ordering for all courses
• Aid in the process of faculty and lab evaluations
• Contact with publishers to maintain a faculty library of all current textbooks for each department
• Upkeep and maintain faculty office hours and faculty lists
• Supervise the upkeep of equipment and computer inventory records
• Work with the faculty on the maintenance of a variety of lab equipment within each science lab
• Oversee and upkeep records of the distribution of key cards for all full-time and adjunct faculty
• Assist with the maintenance of faculty pools in both Science Faculty and FOX Science Buildings: this includes maintenance of copiers and equipment, ordering of paper and supplies, mail delivery, and general faculty assistance; the Science Faculty Pool also maintains the distribution of letterhead and envelopes for the campus
• Work with the Vice President of Instruction/IT Department on evaluating, ordering, installation, and upkeep of all faculty and classroom computers
• Knowledge of accrediting process, guidelines, and records of technical programs
• Coordinate with the Dean and faculty on all aspects of hosting approximately 2000 6th grade students for our annual Science Extravaganza: this includes design and purchase of T-shirts, managing herders, assisting with bus routes, working with faculty on supply needs of all of the individual events
• Assist with coordinating our peer tutor program, which includes tutor schedules, maintaining personnel records, and collecting fees.
• Dissemination of college information to students
• Coordinate Advisory Committee meetings; attend and take minutes
• Coordinate the preparation and dissemination of brochures, flyers, and departmental handouts for all technical and academic departments
• Arrangements for site visitation from accrediting agencies and other entities
• Maintain all aspects of courses offered through concurrent enrollment and distance education: this includes course creation, upkeep of personnel files, payroll, syllabi, room scheduling, and any necessary equipment issues in our distance education rooms
• Other duties as assigned

Physical Demands

• Must be able to remain in a stationary position 50% of the time
• Must be able to sit or stand for long periods of time
• The person in this position needs to move to other locations on campus occasionally
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• The person in this position frequently communicates with others; must be able to exchange accurate information
• Frequently moves equipment or paperwork weighing up to 25 pounds
• Duties indoors and some outdoors
• Ability to work extended hours and attend Midland College or community events

Security Sensitivity- All Midland College positions are security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. An employment offer is contingent on completion of a satisfactory criminal background investigation.

Min Salary- $2,661.58 per month

Max Salary- $2,661.58 per month

Posting Number- P01224S2016

Open Date- 06/07/2024

Position Available- Immediately

Special Instructions to Applicants

EEO Statement

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