Status:
Full Time
Description:
The Academic Dean Assistant manages the administrative flow, academic schedules, and appointment schedule for the department. This position requires the utmost in confidentiality and professionalism dealing with matters of student academic disciplines, communications with internal and external leadership capacities.
Qualifications:
- Populi
- CAMS Enterprise
- Microsoft: Word, PowerPoint, Excel, Outlook
- Google Suites: Doc, Slides, Sheets, Gmail
Duties and Responsibilities:
- Academic Affairs Committee: Assistant to Chair, Director of Academic Affairs; schedule meetings.
- Association of Christian School International: Annual membership renewal, check requisition, update membership file, provide renewal copy to International Enrollment.
- Access: Annual membership renewal, check requisition, update membership file.
- Academic Advising: Meet with students and alumni or via telephone conversation regarding transferring credits to other universities, required course and credit weight.
- Academic Calendar: Develop and maintain academic calendar, and send it to CFNI Systems to be published online.
- Academic Catalog: Update and maintain Academic Catalog: Upon receipt of request, universities will receive a CFNI catalog; Develop and maintain academic catalog, and send it to webmaster to be published online.
- Academic Orientation Planning: Arrange new student Academic Orientation.
- Academic Probation: Meet with students regarding low GPA, failed Morning Chapel, cheating or plagiarism; Students are placed on academic probation, through the end of the semester.
- Articulation Agreements: Maintain agreement files; Arrange for a new or updates signing ceremony and visit from university.
- Attendance: Communicate with Faculty and Teaching Staff about attendance updates; Keep track of special events to maintain accurate attendance records; Follow up with students’ attendance appeals.
- Bookstore/Library: Process faculty book requisition, track semester faculty requisition, keep updated information listed on monthly budget worksheet from accounting department; Responsible for supervising the library/bookstore scholarship students.
- Budget Records: Maintain monthly account budget report: Academic Affairs, Institute Teaching Staff.
- Check Requisitions: Process department check requisitions, forward to Division Director, maintain check requisition file.
- Calendar/ Appointments: Maintain calendar with reminders and events through the semester; Schedule appoints for Director of Academic Affairs.
- Campus Wide Room Assignments for Academic Classes: Ensure all schedule classes: day time, evening and weekend, remedial English and
- DBU receive first priority in scheduling; Notify receptionist, security, janitorial, property management, A/C department and media department of schedule.
- Credit Transfer: Receive request from students for detailed information on agreements; Help with information needed for transfer of credits to other college; Process credit transfers in the system; Notify the students that credits have been transferred.
- Cognito/Academic Forms Oversight: Oversee overall function of forms, assisting department with building,
- publishing, and tracking entries.
- Correspondence with Universities: Communication with different universities requesting information (i.e. syllabi, course schedules, faculty credentials, etc.)
- Course Descriptions: Maintain a running course description list for all courses at CFNI; Maintain a course list per semester basis; Information is forward to outside universities requesting information for student transcript evaluation.
- Course Schedules: Maintain filing system of semester course schedules; Provide copies to outside universities as needed; Assist students with course selection at request of student.
- Employment Faculty Request: Maintain application and resume received; Send out letters acknowledging request of employment.
- Exam Schedules: Publish and distribute midterm and final exam schedules.
- Faculty File: Maintain all faculty files; Resume, application, statement of faith, core values, contact information, transcripts; Verify transcript information for academic credentials report.
- Faculty/ Class Evaluations: Each semester, via Google Forms, set up class assessments; Print and save assessment report for all course.
- Faculty Meetings/Orientation: Spring & Fall Semester arrange faculty meeting; Contact necessary departments to facilitate meeting; Invite all faculty & teaching staff.
- Faculty Credentials: Maintain faculty credential list; Information is provided to various universities as requested.
- Faculty Correspondence: Keep faculty abreast of information during the semester; Communication via telephone, email, etc; Give new faculty their CFNI e-mail and portal log-in.
- Faculty Contact List: Maintain contact list using outlook, update cell numbers and email addresses
- Grades: Remind Faculty and 3rd Year Majors about dates of grades submission; Keep track of when and who submitted midterm/final grades (ask report to registrar); Contact Faculty for missing grades from past semesters.
- Grade Point Average Report: current students: Upon receipt of request from student challenging final grade, contact faculty on
- behalf of student; Receive change of grade request from faculty, forward information directly to registrar office and note on student’s file in CAMS; If student disputes outcome, make appointment with students to meet with Academic Dean.
- Meet Directly with Students- Academic Needs: Meet with students on all different aspects forward to appropriate departments if needed.
- New Student GPA: Registrar may send list of new students with low GPA from High School or College; Arrange appointments for students with Academic Dean as requested.
- Other Colleges/ Universities visiting CFNI: Correspondence with visitors per specific needs.
- Organize Academic Events: Submit work order, room requests, and contact necessary departments for resources; Advertise to student body via flyer and email: Submit lecture announcement and Student Informer request.
- Organize Academic Team Events: Send calendar invites and organize team building days, team meetings, etc.
- Outlook/Gmail Email: View all emails and respond accordingly; Maintain all emails per semester for further needs.
- Preparations for Student Arrival Week; Communicate with various departments with event time and location: Media,Security, Worship team, Janitorial.
- Projects/ Miscellaneous throughout the year: Various projects for Academic Dean.
- Required Reading Assignments – Freda/Gordon Lindsay Story: Setup assignment via CAMS, view report and grading quiz
- Registration: Input new faculty into CAMS, required for registrar to setup course; Create new courses (coding, name, assign major/program) accordingly, Meet with students at their request regarding: course selection, schedule information.
- Report Preparation for Projects: Prepare variety of requested reports for Academic Dean throughout the year
- Request to Contact Faculty from outside of CFNI: Provide an email address for Faculty.
- Scholarship Students: Manage necessary documentation for scholarship students assigned to the Academic Affairs Office; Keep track of the scholarship students’ activities and duties throughout the year.
- Student Appeals: Schedule appointments with Academic Dean with students that are requesting an appeal; Appeal: change of grade after time frame has lapsed, register for summer outreach credit after semester has ended.
- Summer Credit: Coordinate with departments to gather and maintain current summer offering; Communication with students regarding summer credit options as needed.
- Substitute Teacher: Maintain semester records of substitute teachers’ information.
- Supplies ordering – classrooms & office: Order office (Academic Affairs, Registrar, reception, etc.) and classroom supplies per semester needs.
- Supervisor to Morning and Afternoon Receptionist: Track duties, responsibilities, and hours of Receptionist position.
- Syllabi: Request & maintain new syllabi each semester (1st, 2nd, 3rd years).
- Textbooks: Request new textbook information each semester; Compile semester textbook list, once approved send it to the Bookstore; Send textbook list to the Academic Dean for review and approval; Order textbooks through bookstore.
- Third Year Majors: Keep Third Year majors abreast of information during the semester; Communication via telephone, email, etc.
- Time-Off Requests: Upon receipt of requests then forward to Academic Dean for approval.
- Transcript Review: At request of student review of transcript for explanation, or assisting with needed information.
- Transfer of Credit- Other University: Request from College: provide detailed summary of student with reference to specific courses, credit weight, numbers of weeks per semester, course description, syllabi, faculty credentials on student transcript.
