Administrative Assistant, Dean, University Transfer & General Education

Essential Duties

• Provide excellent customer service to both internal and external stakeholders.
• Assist students in person, by phone, or online to register for classes.
• Establish and maintain effective working relationships with faculty, staff, students, and the community.
• Engage in professional development activities relevant to the position.
• Serve as back-up administrative support to the Executive Assistants within the suite, as needed.
• Schedule and coordinate appointments, committee meetings, and departmental meetings and functions.
• Facilitate the building of course sections for Curriculum and Continuing Education; coordinate room and classroom assignments.
• Coordinate and make travel arrangements for the Dean; initiate appropriate travel authorizations; calculate and prepare travel reimbursement forms for expenses incurred.
• Prepare memorandums, correspondence, minutes, reports, purchase requisitions and check requests for the Dean.
• Provide general administrative and clerical support including taking notes at meetings, emailing, scanning, faxing, and preparing staff monthly meeting minutes for distribution and recordkeeping.
• Utilize software and technology (i.e., Microsoft Office, Colleague, E-Procurement, People Admin, Aviso, Self-Service, Adobe) to input, retrieve, compile, type, print, copy, duplicate, image and store data.
• Maintain accurate departmental records and files; locate, extract, and summarize information from files.
• Maintain accuracy on all reports, correspondence, budgets, inventory, purchasing, and Time & Effort reports. Provide deadline dates to staff members for weekly, monthly, and annual reports.
• Create and revise system/forms and procedures when needed in the areas of recordkeeping and/or budget.
• Help ensure all paperwork and recordkeeping is completed in a timely manner.
• Research, compile and summarize data and information for special projects and reports.
• Prepare faculty workload report for full-time and part-time faculty.
• Assist the Dean in the development and preparation of presentations.
• Assist the Dean in monitoring leave requests and other work-related documentation.
• Execute all departmental contracts.
• Monitor budget, prepare accounting ledger, and complete purchasing requisitions and travel requests for the department.
• Prepare and oversee that audit files are completed for all CE courses within the department.
• Archive course syllabi for all courses offered within the department each semester (fall, spring, and summer).
• Work with the Dean to ensure all faculty files have student evaluations, classroom evaluations, and summative evaluations.
• Assist the Dean in planning, organizing, coordinating, and executing the administrative functions of the department.
• Work with the Dean to search for opportunities, technologies, and practices that improve the efficiency and performance of the department.
• Serve on college committees and take minutes for all committee meetings where the Dean serves as committee chair.
• Update departmental marketing materials to include programmatic pages on the website.
• Work with the Dean to proof catalog and make any necessary changes in catalog and/or programs of study.
• Maintain departmental supply inventory; order instructional supplies for all faculty and staff within the department.
• Submit work orders and schedule repairs with maintenance for general office space; maintain good working relationship with supply vendors.
• Coordinate onboarding and paperwork completion for new adjuncts within the department.
• Lead departmental compliance efforts with faculty credentialing (i.e., official transcript requests, archiving information in Weave, faculty credentialing form on file, obtaining all necessary signatures, and making sure all documentation is complete).
• Ensure department is following up-to-date college policies and procedures.
• Participate in departmental and campus events.
• Complete other duties as assignment, which support the College’s mission.

Performs other job-related duties and projects as assigned in support of the College’s mission, core values, and goals.

Requires Associate degree in Office Systems Technology or related field;…