Office Assistant, Academic Success

Overview

• Department: Academic Success
• Location: Eastern Campus
• Reports To: Dean, Academic Success-E
• Recruitment Type: External/Internal
• Requisition : req
  6706
• Employment Type: Full-Time Support Staff
• Union Position: Non-Union
• Work Schedule: Standard College Hours M-F, 830-5pm
• Number of Openings: 1

Provides a full range of secretarial and scheduling support to both the supervisor and department.

• Provides a full range of secretarial and scheduling support
• May manage the state mandated paperwork for the department, as well as required college documents
• Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
• Coordinates and arranges schedules and meetings, makes appointments, prepares agendas, reserves and prepares facilities
• Establishes and maintains general files and records
• May manage supervisor’s calendar and schedules his/her appointments
• Arranges programs, events, or conferences at other venues by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budgets
• Creates, maintains and tracks applicable departmental information
• Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports and other documents
• May prepare records, agendas, notices and minutes
• May provide clerical support to the faculty evaluation process
• May attend meetings and transcribes notes
• May arrange travel plans and itineraries and compiles documents for travel-related meetings
• May provide functional supervision to part-time clerical staff, work-study students and student assistants as needed
• Performs other duties as assigned

Education and Experience/Training

• Associate’s Degree and a minimum of two (2) years; OR a High School Diploma (or equivalent) and a minimum of three (3) years of experience
• Demonstrated experience in an administrative role with scheduling responsibilities in a fast-paced, multi-client environment
• Demonstrated experience making sound decisions that affect a work unit or team
• Significant related experience may substitute for education

• Possess strong organizational and time-management skills
• Possess excellent written, verbal and interpersonal communication skills
• Ability to foster a team environment and work collaboratively
• Ability to research effectively
• Ability to work accurately with great attention to detail
• Excellent customer service skills and proven ability to develop and sustain productive customer relationships
• Ability to effectively accept direction from multiple levels of the College in various departments
• Possess working knowledge of administrative and scheduling concepts, practices and procedures with the ability to apply to varied situations
• Demonstrated basic proficiency in Ad Astra or an equivalent program
• Demonstrated basic proficiency with Microsoft Outlook, Word, Excel and Power Point
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to collaborate on significant projects
• Possess sensitivity to appropriately respond to the needs of a diverse population

• Critical Competencies
  :
  Service Focus, Communications, Quality of Work
• Very Important Competencies
  :
  Collaboration, Adaptability
• Important Competencies
  :
  Time Utilization, Continuous Improvement

Education and Experience/Training

• Demonstrated experience making sound decisions that affect a work unit or team
• Demonstrated experience in a role requiring diverse problem solving methods in a variety of situations

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• The work is performed in a normal, professional office environment;
• The work area is adequately lighted, heated and ventilated;
• The employee may sit to perform duties and will perform repetitive motions with hands/fingers using…