DEFINITION:
 
The principal purpose of this position is to provide administrative support to the division’s programs for the efficient operation of the division. This position may perform a variety of complex and confidential administrative duties and will interact with faculty, staff, students, and the public.

SUPERVISION RECEIVED AND EXERCISED:
 

• Receives direct supervision from the Dean of their divisional area
• Receives indirect supervision from Program Department Chairs and the CTE Coordinator
• Does not exercise supervision, but may provide work direction or advice to other team members (i.e. part-time, work-study, etc.)

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:
 

• Assist with the daily functioning of the division including but not limited to:
  1. Maintain and record minutes for division and program meetings
  2. Maintain/update all information posted on shared drive
  3. Submit e-pro orders for equipment and supplies 
  4. Collect personal leave reports and check for accuracy
  5. Post syllabi to shared drive
  6. Input curriculum semester schedules 
  7. Pull reports and data from curriculum scheduling systems and Informer
  8. Create spreadsheets, surveys, and other documents
  9. Update student handbooks
  10. Assist with distributing division mail               

• Serve on committees and provide administrative support when necessary.
• Provide assistance to students when necessary.
• Assist other staff and faculty.
• Engage in professional development.
• Assume other administrative duties as assigned.

Other Important Functions:
 

• Assist with divisional travel approvals, arrangements, and reimbursement processes. 
• Assist with student registration processes as necessary.
• Assist with spring and summer commencement and student recognition ceremonies as needed.
• Support divisional committees as assigned including organizing, recording, distributing minutes and disseminating evaluations as necessary.
• Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned.
• Perform related duties and responsibilities as required.

Qualifications

QUALIFICATIONS:
 
Knowledge of:
 

• Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping
• Basic principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic word processing methods, techniques and programs
• Basic mathematical principles

 
Ability to:
 

• Interpret and apply the policies and procedures of the function to which assigned
• Perform general secretarial and clerical activities including the maintenance of appropriate files and compiling information for reports
• Type and word process at a speed necessary for successful job performance
• Respond to routine inquiries and requests for information
• Work independently in the absence of supervision
• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Draw solutions from both formal training and experience
• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 25 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

 
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
Minimum Education/Training:

• Associate of Applied Science 

Minimum Experience:
 

• 1-2+ years of experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality. 
• Advanced computer skills with knowledge of all Microsoft Office Programs, Web-based environments and ERP software (i.e. Ellucian/Colleague)

 
Preferred Education/Training, Experience, Skills:

• Associates Degree or higher with a combination of equivalent experience. Prefer 2-3+ years related experience in an administrative/clerical capacity.

Supplemental Information

Special Instructions to Applicants: 

This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying. 

Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required. 

Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.