Administrative Associate III

Title: Administrative Associate III

Salary: $48,168.00

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Exempt

College: Southeast KY Community & Technical College

Campus Location: Southeast Cumberland C.C.

Department: Academics/Administrative

Total Rewards

Southeast KY Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

This position provides comprehensive administrative support for Academic Affairs and Student Support Services by managing course scheduling, faculty records, adjunct faculty contracts, credentials, financial tracking, and college-wide academic processes. The role requires a high level of accuracy, confidentiality, and coordination with faculty, administrators, and system offices to ensure academic operations comply with KCTCS policies and SACSCOC requirements.

Job Duties:

Academic Scheduling & Course Management
• Input, update, and maintain semester course schedules in PeopleSoft for a six-campus service area.
• Prepare and distribute printed and electronic course schedules.
• Post workforce development courses in PeopleSoft and submit courses for System Office approval prior to registration; continue updates as courses are added throughout the semester.
• Post all bookstore e-resource charges, exam fees, and other applicable course charges in PeopleSoft each semester and during summer sessions.

Faculty Data, Contracts, and Workload Processing
• Maintain faculty data modules in PeopleSoft for all assigned faculty.
• Process adjunct faculty internals and teaching contracts each semester.
• Process full-time faculty and staff overload assignments each semester.
• Develop and maintain faculty budgets for adjunct faculty and faculty/staff overload expenditures by academic department and term.

Faculty Credentials, Licensure, and Compliance
• Maintain credential files for full-time, adjunct, and voluntary faculty.
• Maintain current licensure files for faculty holding job-related or teaching positions; update records as changes occur.
• Assist the Chief Academic Officer in ensuring faculty qualifications meet SACSCOC accreditation standards.

Voluntary Faculty & Clinical Preceptor Records
• Maintain and update voluntary faculty data files, primarily for the nursing program, including records for preceptors serving at clinical sites throughout the service area.

Financial & Purchasing Support
• Order academic supplies and materials.
• Reconcile monthly ProCard purchases and academic-related charges in accordance with college and system policies.

Other duties as assigned.

Minimum Qualifications:

Bachelor's degree or equivalent years of experience. 4 to 6 years of experience. 

Preferred Qualifications:

Bachelor's degree or equivalent years of experience. 4 to 6 years of experience.

Additional Skills Requested:

• Working knowledge of PeopleSoft and OnBase systems.
• Strong organizational and record-management skills.
• Ability to manage confidential information.
• High attention to detail and accuracy.
• Ability to coordinate multiple deadlines across academic cycles.
• Effective communication skills for faculty, staff, and administrators.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.