Administrative Assistant I

POSITION SUMMARY

To provide a wide variety of highly responsible and complex clerical and secretarial duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Department Chair. Serves as a secretary to a department head, relieving an administrative official of operational details which involve a great amount of confidentiality and responsibility. May be involved in the staffing and supervision of part-time clerical employees and student workers. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1.    Prepare and complete written and digital correspondence, documents, internal and external reports, tests and other related materials; make copies and distribute as required. Update and maintain syllabi, curriculum, classroom materials, mailing lists, records, handbooks, databases and files.
2.    Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail. Counsel students and part time instructors on issues and college procedures. Provide technical support to department personnel and students with the use of office equipment and software.
3.    Initiate, develop, and manage semester class schedules using Excel for 15 Associates programs. Collaborate with Department Chair and Program Coordinators to adjust class schedules as needed and execute requested changes.
4.    Assist chair in maintaining and monitoring departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures; maintain accounting and related business records of operations. Maintain college/department credit card. Collaborate with Purchasing Manager on large equipment bids over $25,000.
5.    Update and manage marketing literature, including brochures, flyers, and promotional materials. Collaborate with the marketing team to ensure consistency in brand messaging across all materials. Design and update displays in building hallways and at events.
6.    Assist students with class registrations, proficiency and written exams, and related services. Perform registration procedures in Colleague to enroll students into cohort programs, coordinate textbook and material purchases for cohort students.
7.    Order and maintain inventories of textbooks, supplies and uniforms; communicate with publishers and vendors.
8.    Plan and schedule appointments and events, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records. Arrange off-campus travel for staff and faculty, including international travel. Research travel options, calculate expenses, and complete conference registrations and budget approvals.
9.    Prepare payroll for student workers, process course loads and office hours, questionnaires, surveys, vehicle requests, facility use, invoices, purchase requisitions, budget transfers, book adoptions, desk copy requests, work orders and service arrangements.
10.    Assist all full-time and adjunct faculty in the department, conduct student evaluations of all faculty.
11.    Perform onboarding processes for new faculty, staff, and student workers.
12.    Work collaboratively with other departments and/or vendors.
13.    Review office procedures and suggest to the chair necessary changes.
14.    Maintain Department organizational chart.
15.    Participate in achieving departmental and college goals and objectives.
16.    Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1.    High school diploma or equivalent.
2.    One (1) year of related experience. 
3.    Ability to perform accurate data entry and proofread carefully.
4.    General knowledge of modern office procedures.
5.    Strong personal computer skills and a thorough knowledge of Microsoft Office 365 Outlook, Word and Excel for Windows.
6.    Ability to perform multiple tasks simultaneously with attentiveness to detail and organization.
7.    Ability to work both independently and as a team member. To handle confidential information with care and prioritize duties.
8.    Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
9.    Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
10.    Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1.    Familiarity with Colleague and Curriculog.
2.    English and Spanish verbal and written communication proficiency.
3.    Demonstrated multicultural competence.

PHYSICAL DEMANDS 
1.    Normal office physical demands.
2.    Lifting of 25lbs.
3.    Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS 
1.    Duties are performed indoors in the usual office environment. 

BENEFITS