Assistant to the Deans of Justice Studies and Fire & Emergency Medical Services

Pay Grade: Assistant 8

This position provides support for the divisions deans,faculty,staff,public, students and other areas of the college. 

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

*Provides administrative office support the Dean of Justice Studies and the Dean of Fires & EMS

*Responds to email and answers the phone, dispenses appropriate information, schedules appointments and interviews for the Deans when needed, refers and screens calls when appropriate

*Oversees and ensures the accuracy of the end of the month processes to include monthly payroll, reports, daily logs, travel reimbursements, and time sheets

*Establishes and maintains record keeping systems that accurately show financial accounting for events and activities and files timely reports to external departments for grants and other funding

*Acts as back up for departmental administrative support to be able to prepare part-time contracts and monthly payroll information; coordinates with HR and accounting office for payroll issues

*Takes initiatives to solve problems, division issues, and campus issues to assist the Deans

*Acts as liaison between Deans, faculty, and other areas of the college

*Manages acquisitions, interprets financial reports, and applies data to maintain budget balances

Processes, monitors, and maintains instructional, non-instructional, and third-party contracts  

Acts as back up for departmental administrative support to be able to create and maintain course sections from beginning to completion

Verifies accuracy and ensure compliance of departmental courses with Workforce Development and curriculum Registrar

Manages the accuracy and completeness of all travel authorization requests, travel reimbursement requests, and monitoring all travel expenditures against the divisional budget allocations

Maintains accurate and confidential employee information for the division

Prepares correspondence and/or information of a routine nature as instructed by the Deans

Schedules, reserves rooms, and coordinates attendance of division meetings; prepares agendas and takes meeting minutes

Manages the distribution of procedures regarding collection, review, and documentation of official class roll/attendance reports and grade lists verifications

Develops systems and processes to improve efficiency and streamline workflow within the divisions

Monitors and requests divisions website updates as needed

Verifies all documents requiring the Dean's signature for accuracy and completeness 

Participates in regular scheduled meetings with the Assistant to the Provost of Public Safety, and assists in recommending professional development for divisional secretaries

Reports and coordinates office moves, repairs, computer repairs with the PSEC Director of Campus Services

Knowledge, Skills & Abilities:

Excellent written and oral communication skills

Strong time management skills with demonstrated ability to multi-task and set priorities within tight timelines Excellent customer service skills

Ability to maintain confidentially

Ability to work with a high degree of accuracy in a fast-paced office environment Ability to maintain records accurately and be able to meet deadlines consistently Ability to work independently under minimal, general supervision

Maintains a professional presence and demeanor while working in a multi-tasking environment

Requirements:

Associate degree

Five years experience providing support in an office environment

Must have intermediate to advanced skills with MS Office products, specifically with MS Teams, MS Word and MS Excel

Preferences:

Bachelor's degree in a related field Experience supporting college administration in a community college environment

Ellucian Colleague system and Informer experience