Lee College Hiring for Administrative Specialist, Instructional Materials at Baytown, TX  Full Time

Starting Salary Range is $35,651 – $40,113. The initial salary offer is commensurate with education and related work experience.

This position will provide administrative support to the Materials Manager. Support college events and programs in addition to instruction, which require interaction with community groups, organizations, and/or colleges and coordination with other campus divisions. Work with the general public, students, and agencies to answer or direct inquiries about the college and its policies.

• Manage schedule, travel, and calendar for Materials Manager.
• Work closely and correspond with the BibliU team.
• Send enrollment report to BibliU for each session with updates and changes.
• Maintain Credit Cards, purchases, and receipts to consolidate in the Citi webpage.
• Submit Credit Card monthly statements to Purchasing in a timely manner to avoid card cancelation.
• Keep track of which students already received the kit to avoid redundancy and increase inefficiency.
• Assist the Dual Credit office with Dual Credit students and ISD’s as they become part of the myBooks program.
• Review and identify supplies/kits needed for the semester class schedule on the college computer network. Create and prepare reports from the WASP system. Reports are given to supervisors to reflect on what is working and what measures need to be made for productivity.
• Verify students’ status in the myBooks program and schedules.
• Create and maintain the Materials page in SharePoint.
• Work closely with the Library where books are being distributed.
• Work closely with the Blackboard administrator to facilitate issues and troubleshoot online, eBook access.
• Manage the distribution process of books and Kits for students.
• Assist in fielding hundreds of phone calls in regard to textbook assistance. This job requires that you remain well-versed in the information that students need and requires that you maintain and provide contacts to assist with student issues.
• Order books and supplies for classroom kits. Compile kits for Nursing, Cosmetology, PTAC, ARTS, and Drafting, Biology, and Chemistry.
• Maintain, review, and consolidate budgets. Submit monthly shadow budget reports. Review departmental budgets monthly to maintain and budget for incoming and completed purchases.
• Maintain inventory in the WASP System.
• Work closely with shipping and receiving. We will eventually become our own shipping and receiving office.
• Return damaged items.
• Work closely with accounts payable. Verify all items were received before approving invoices.
• Assist in advertising on the web page. Assist in writing and facilitating campus-wide information.
• Form and maintain relationships with textbook and supplies vendors.
• Assist with completing vendor packet completions and policies in compliance with the Lee College Purchasing department.
• Maintain and create bid policies and purchasing protocols.
• Prepare purchase requisitions using the college computer purchasing and accounting system.
• Assist in the delivery of books and supplies around campus.
• Track and label books according to the class and rubric it pertains to.
• Maintain required records of department budgets, travel requests, and absences.
• Order and maintain supplies for the department.
• Assist Human Resources Career and Transfer offices with employment applications for student assistants and part-timers.
• Assist with the orientation and training of new, part-time assistants as needed.
• Assist in accepting, reviewing, and tracking book returns.
• Assist the Business office with holds for nonreturn books.
• Communicate and work as a team with student assistants and part-time clerks throughout the semester as needed.
• Assist with the evaluation of student assistants and part-time clerks as needed.
• Verify and manage timesheets for student assistants and PT clerks.
• Manage correspondence, mail, filing, photocopying, and answering multi-line phone.
• Access data and information in PeopleSoft; input information as requested.
• Review and update book policy, information, and instructions periodically.
• Research information online for bargains.
• Assist in process of maintaining contracts and reviewing and inputting invoices.
• Submit maintenance work orders and follow up on completion. Work with maintenance and contractors on facility issues.
• Maintain possibly the purchase of Lee College attire and trinkets.

Maintain the office/warehouse well-organized, and clean, which exhibits a respectful atmosphere/environment for all visitors.

• Act as a liaison between the College Relations and Materials departments.
• Serve as an information desk for both on and off-campus.
• Perform other duties as assigned.

• Associate’s (or higher) degree or successful completion of sixty (60) college credit hours
• One (1) year of related work experience
• Must be able to work evenings and weekends as needed