Midland College Midland , TX 79701
Posted 4 days ago
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
Associate Degree or equivalent (60 college credit hours); or High School diploma or equivalent and two years of clerical and general office experience
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 Pay Statement
Posting Detail Information
Posting Number P01224S2016 Open Date 06/07/2024 Position Available Immediately Special Instructions to Applicants
All documents must be electronically submitted through the Midland College Online Employment Services website to be considered. Incomplete or improperly submitted applications may be excluded from consideration. Documents that must be submitted online: Completed online application and resume. Unofficial transcripts will be accepted with the application. NOTE: Official transcripts sent directly from the institution(s) attended to Midland College Human Resources are required within 30 days of hire (if applicable). If a specified closing date is not listed on the posting, there is a required minimum posting period of five business days.
EEO Statement
In its efforts to promote nondiscrimination and as required by law, Midland College does not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, military status, genetic information, or on any other basis prohibited by law. Additionally, the College does not discriminate against an employee or applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminatory employment practice. Employment decisions will be made on the basis of each applicant's job qualifications, experience, and abilities.
Midland College