Policy No. 1:16:00:00
CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee
Subject: Duties and Responsibilities of Administrative Officers
Dean of Administrative Services
The dean of administrative services is under the direct supervision of the President and has the responsibility for matters affecting the administrative services area of the college. Responsibilities of the dean include supervising institutional advancement including alumni affairs, catalog/brochures, photographic services, and public information; computer services; institutional planning and research including instruction evaluation; and printing operations. The dean also serves as the college’s personnel/affirmative action officer and oversees faculty and staff development and evaluation and grants coordination and performs other duties as directed by the President.
Dean of Academic Affairs
The dean of academic affairs is under the direct supervision of the President and has the responsibility for matters affecting the academic area of the college. Responsibilities of the dean include managing the routine activities of the academic area; working throughout the academic year for the purpose of improving instruction and assisting faculty in reviewing emerging innovations in education. The dean is responsible for working with the Academic Affairs Committee in the evaluation and recommendation of new programs and program changes and communicating its recommendations to the president for appropriate action. The dean works with the Student Information Systems and Services Office, the Financial Affairs Office, and the Student Development Office in the registration process and is responsible for supervision of faculty and staff in the academic affairs area including evaluations and annual recommendations to the president concerning promotions, salary increases, etc. The dean works with the assistant deans and/or directors in securing competent staff that will fit into the community college program and makes such recommendations for their employment to the president and performs other duties as directed by the president.
Dean of Financial Affairs
The dean of financial affairs is under the direct supervision of the President and has the responsibility for matters affecting the financial area of the college. The dean is responsible for budget and accounting, purchasing and inventory, food services, grounds, bookstore, maintenance and buildings, security and switchboard. In support of college objectives, the dean makes recommendations to the president regarding plans, policies, and procedures in the area of his delegated responsibility. The dean is responsible to the president for the administration of all the business affairs of the institution. He or she recommends business policies, develops operating procedures, establishes accounting and reporting methods, and coordinates day-to-day business operations and is responsible for preparing the final draft of the budget for submission through the president to the Tennessee Board of Regents. The dean recommends policies and procedures, provides for the collection, custody, investment, disbursement, accounting, and auditing of all moneys of the college, and maintains a system of financial and related statistical reporting. He or she recommends procedures for the procurement of goods and services and makes the annual report of the financial status of the institution and performs other duties as directed by the President.
Dean of Student Affairs
The dean of student affairs is under the direct supervision of the President and has the responsibility for matters affecting the student affairs area of the college. He or she is responsible for administering a comprehensive and viable program of student services including student information systems and services, financial aid, veterans affairs, student development, student programs and activities, and athletics. The dean collaborates with the dean of academic affairs and faculty in coordinating the student services program with the academic program and advises the President on non-academic matters relating to students and the student services program and makes recommendations regarding plans, policies and procedures in the area of student services. The dean performs other duties as directed by the president.
Director of Job Training Partnership Office
The director of job training partnership office is under the direct supervision of the President and has responsibility for matters related to implementing the Job Training Partnership Act in Service Delivery Area 5. The director works through the President in supporting the Private Industry Council in the planning, organization, and Service Delivery Area 5 and maintains liaison between the industrial/business community, Cleveland State Community College, and the private industry council as directed. He or she directs other Job Training Partnership Office staff members to organize and implement the Job Training Plan and works under the direction of the President as a member of the administration team in the implementation of the Job Training Plan for SDA 5. The director works, as directed by the President, with the Private Industry Council (PIC) and schedules Private Industry Council and Local Elected Official (LEO) meetings as deemed necessary by the chairman and the President. He or she works through the President with the committee chairmen to plan and schedule necessary PIC and LEO committee meetings as well as directs the recruitment, employment, training, and evaluation of Job Training Partnership Office staff members. Responsibilities also include directing the development and implementation of basic skills programs, on-the-job training programs, summer youth programs, evaluation procedures, follow-up procedures, contracting procedures, and monitoring procedures and representing the administrative entity at appropriate business/industrial, governmental, civic and community functions as directed by the President. The director plans and directs the organization and routine activities of the Job Training Partnership Office, actively works to promote the image of Cleveland State Community College to all service delivery constituents, and performs other duties as directed by the President.
Associate Dean of Extended Services
The associate dean of extended services is under the direct supervision of the dean of academic affairs and the general supervision of the president. The associate dean administers and supervises CEU activities, off-campus credit activities, evening credit activities, the JTPA basic skills program, and the Media Resource Center. Additional responsibilities include providing leadership and assuming overall responsibility for the Division of Extended Services. The associate dean maintains personnel files for part-time faculty for both credit and CEU activities and provides staffing for and evaluation of all CEU activities and off-campus credit classes. He or she establishes and maintains a professional interface with community leaders in, business, industry, and service areas as well as maintains files for course syllabi for non-credit activities and CEU credit classes. In addition to generating information for payroll, the associate dean coordinates with the assistant deans to offer a full array of credit courses on campus during evening hours and supports and, wherever feasible, participates in recruitment activities. He or she develops and recommends to the Academic Affairs Committee new credit courses and programs of study and/or recommends modification or discontinuance of courses or programs of study and provides leadership for the instructional activities in the JTPA Basic Skills classes. The associate dean prepares, recommends, and supervises the budget for the extended services division, encourages and develops the use of alternate instructional delivery systems, provides supervision and leadership for the staff and activities of the Media Resource Center, coordinates with the assistant deans in the revisions of annual articulation agreements with senior institutions, and performs such other duties as may be assigned.
Assistant Dean of Health and Public Services Technologies
The assistant dean of health and public services technologies is under the direct supervision of the dean of academic affairs and the general supervision of the president and has responsibility for coordinating and supervising all of the activities for the Health and Public Services Technologies area. In addition to supervising curriculum, the assistant dean develops semester class schedules, recruits and recommends full-time and part-time faculty and staff, and provides personnel assignments, supervision, development, and evaluation. He or she is responsible for the preparation, recommendation, and supervision of the budget; teaches appropriate classes; establishes and maintains a professional interface with leaders of community businesses, industries, and service areas as appropriate for the academic unit; and supports student recruitment activities.
Assistant Dean of Off-campus Operations
The assistant dean of off-campus operations is under the direct supervision of the associate dean of extended services and the general supervision of the dean of academic affairs and the president and is responsible for the coordination and supervision all of the activities for off-campus operations. The assistant dean develops semester schedule of classes, recruits and recommends full-time and part-time faculty and staff, and provides personnel assignments, supervision, development, and evaluation. In addition, he or she prepares, recommends, and supervises the budget for off-campus operations, establishes and maintains a professional interface with leaders of community businesses, industries, and service areas, and supports student recruitment activities.
Director of Budgeting and Accounting
The director of budgeting and accounting is under the direct supervision of the dean of financial affairs and the general supervision of the president and has the responsibility for applying professional accounting and auditing principles to institutional records and performing related work as required. The director supervises personnel with accounting responsibilities and/or clerical accounting tasks, supervises preparation of annual financial statements and budgets for Athens Area Vocational Technical School and Cleveland State Community College. In addition, he or she supervises preparation of departmental payrolls, inventories, bank reconciliations, and specialized accounting reports, monitors accounting systems for internal controls, accuracy of information and account classification, and examines vouchers, cash receipts, invoices, receiving copies, and approves disbursements. In addition to maintaining general ledger controls on plant funds, the director assists with departmental budgeting, specialized reporting, audit responses, and investment of funds, monitors and maintains cash balances in banks, LGIP and other investments, and performs other duties as assigned.
Director of Community Services and Continuing Education
The director of community services and continuing education is under the direct supervision of the associate dean of extended services and the general supervision of the dean of academic affairs and president and has the responsibility for developing non-credit classes, workshops, seminars and conferences both on and off campus. The director identifies non-credit classes desired by the community via personal contact, questionnaire, etc. as well as qualified, competent instructors. In addition to developing course outlines and syllabi, he or she schedules classes, maintains attendance records and computes Continuing Education Units (CEU’s). The director is responsible for generating information for payroll, attending registration for non-credit activities, insuring proper utilization of Southern Association requirements and Standard IX guidelines and meeting initial class meetings to ensure class needs are met.
Director of Computer Services
The director of computer services is under the direct supervision of the dean of administrative services and the general supervision of the president and has the responsibility for providing supervisory, technical, and administrative expertise for all data processing activities. The director handles systems work and programming on existing systems and designs new applications as well as write programs and assigns programs to be written for support of academic, administrative and community users. In addition to communicating with state system-level staff concerning computer operations, he or she schedules computer work, keeps logs of computer use, and analyzes time demands on the equipment. The director supervises programmer, operator, and other personnel assigned to the Computer Center, maintains an updated five-year plan for computer services, and develops yearly budget, keeps record of budget expenditures, requisitions all computer supplies and equipment, and maintains inventory of supplies and equipment. He or she also assists in schedule making for data processing courses and performs other work as assigned.
Director of Institutional Advancement
The director of institutional advancement is under the direct supervision of the dean of administrative services and the general supervision of the president and has the responsibility for public relations and information, college foundation and development functions and related activities as required. The director plans and directs development activities, coordinates the solicitation and acceptance of gifts, administers programs of the CSCC Foundation and provides support through preparation of reports, audits and related activities. In addition to representing the college at public functions and speaking to groups and other external constituency, he or she coordinates the development of public information and ensures the quality of all material developed for external use. The director’s responsibilities also include coordination of alumni activities and performs other duties as directed.
Director of Institutional Planning and Research
The director of institutional planning and research is under the direct supervision of the dean of administrative services and the general supervisor of the president and has the responsibility for conducting institutional planning and research including reporting and performing related work as required. In addition to conducting institutional planning, he or she plans, develops, and conducts appropriate institutional research and collects data, makes analysis, prepares reports, and related staff work designed to facilitate operations and decision-making. The director conducts institutional reporting internally and externally as well as coordinates the institution’s management by objectives system.
Director of Plant Operations and Maintenance
The director of plant operations and maintenance is under the direct supervision of the dean of financial affairs and the general supervision of the president and has the responsibility for directing operation and maintenance of college buildings. He or she directs operation and maintenance of buildings, trains and supervises building personnel, and plans sequence of maintenance work. In addition to inspecting property and conferring with subordinates to determine condition of property, and alterations or repairs required, the director supervises maintenance of continuous supply of utility services, such as heat, electricity, steam, water, gas, air and janitorial services and determines the need for supplies in the buildings and recommends purchases to the dean of financial affairs.
Director of Student Information Systems & Services
The director of student information systems and services is under the direct supervision of the dean of student affairs and the general supervision of the president and has the responsibility for recruitment and admission of students to the college and the maintenance of student academic records. The director assists in the development and maintenance of contacts with students and prospective students in matters relating to admissions and transfer of credits and participates in the management of periodic reports and surveys regarding enrollment, graduation statistics, etc. In addition to coordinating student information services and recruitment activities, he or she coordinates the registration process and provides a wide range of services of the Office of Student Information Systems and Services during various operational hours of the college, including evenings.
Director of Tellico Education Consortium
The director of Tellico Education Consortium is under the direct supervision of the associate dean of extended services and the general supervision of the dean of academic affairs and president and has the responsibility for directing the activities of an off-campus training facility. In addition to developing and maintaining an effective working relationship between industrial/business community and members of the Consortium as directed, he or she identifies training needs of employers and individuals working or seeking employment in the region. Additional responsibilities include identifying training capability and resources of Consortium members and potential training contractors, developing training outlines, scheduling classes, attending registration, and ensuring adequate documentation for proper record keeping and reporting. The director ensures proper utilization of Southern Association of Colleges and Schools guidelines performs other duties as directed.
Source: CSCC Job Descriptions
Revised: January 1, 1993