Administrative Assistant to Dean
Provide diverse administrative support to the Dean of Health and Human Services, which encompasses performing multiple duties, tasks, and responsibilities and support to faculty, staff, students, and the organization with a focus on customer service.
DUTIES AND RESPONSIBILITIES:
- Perform a variety of administrative duties including creating, collecting, and distributing divisional correspondence, and related documents; performing grammar and content reviews (e.g., proof-reading and editing documents); and managing various electronic and hardcopy calendars and schedules.
- Respond to telephone, email, and in-person inquiries with a strong customer service focus; regularly handle sensitive and confidential information with judgment and tact; serve as a resource for policies, procedures, and guides. Act as a point-of-contact and regularly communicate and interact with internal and external customers, clients, vendors, and various organizations or entities. Position requires the ability to anticipate and address needs on a regular basis.
- Perform other tasks required to maintain divisional compliance with external agencies and act as backup to the divisional Compliance Specialist.
- Maintain files and records.
- Process incoming/outgoing mail.
- Assist in preparation and maintenance of budgets; coordinate the equipment and supplies requisitions and the E-Procurement process.
- Collect, submit, and track travel, leave, and reimbursement requests for the division.
- Coordinate and maintain room reservation schedule for the David Belk Cannon Building.
- Prepare work order/help desk requests related to building maintenance and technology needs.
- Maintain office in absence of supervisor.
- Keep curriculum changes and catalog changes up to date; revise information sheets and brochures periodically to reflect changes in curriculum programs.
- Perform relevant web page updates/changes as the division content manager.
- Coordinate departmental schedules of course offerings; collect and submit related course requests for division to appropriate academic areas.
- Prepare and submit preliminary division schedule to Vice President for Academic Affairs.
- Proof adjusted schedule before publication; keep records of current schedule updates; maintain master division schedule.
- Distribute, collect, and report academic data and administrative reports in accordance with current policies and procedures, including evaluations, schedule cards, etc.
- Assist with student registration and drop/add periods; key in student schedules; process drop/add and withdrawal forms; provide information about divisional programs to students and prospective students through personal contact, by telephone, and by mail.
- Coordinate transcript evaluations, certificate approval and distribution processes, and division graduation processes according to policy.
- Collect application packets from part-time employees and turn in completed packets to Human Resources.
- Calculate contact hours and amounts to be paid and prepare payroll, including contracts for overload and part-time faculty in accordance with current policies and procedures.
- Maintain a high standard of professional and ethical practice in representing the College. Maintain confidentiality of sensitive and/or confidential information. Demonstrate a thorough knowledge of the field or discipline with continued adherence to professional accountability. Provide a high level of service to customers by establishing and maintaining effective working relationships and partnerships.
- Accept responsibility for managing situations and problems. Utilize independent judgment in problem-solving of complex issues. Work cooperatively with team members and colleagues, contributing positively and constructively to the achievement of team and College objectives. Adhere to the College's policies, procedures, and other established guidelines. Perform other duties as assigned, including special projects.
- Assist with and/or participate in college-related activities.
- Attend classes and/or workshops to keep current on changes related to position.
MINIMUM EDUCATION QUALIFICATIONS:
- Associate degree (or higher) from a regionally accredited college required.
MINIMUM EXPERIENCE QUALIFICATIONS:
- At least three years' secretarial, administrative, or facilitator experience required.
- Community college experience preferred.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Electronic Calendaring) required.
- Working knowledge of operating standard office equipment and related tools and technology required.
- Datatel and E-Procurement experience preferred.
- Excellent interpersonal, written, and verbal communication skills required.
- Strong organization skills with a high degree of detail orientation and the demonstrated ability to multi-task in a fast-paced environment required.
- Demonstrated administrative competencies through internal testing required.