Administrative Assistant: Title III Grant (Perm-Part-Time)
Employer
Job Location
Winterville, NC
Salary/Grade
Benefits
Job Category
- Clerical
Application Period
Closes: Tuesday, February 11, 2020
Target Start Date
Expected Work Hours
Reports to
Employment Type
Minimum Qualifications
High School diploma/GED required. Associates degree in Office Management/Computer Science preferred and/or training involving secretarial work, office administration, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Knowledge of computer software, programs, and databases. Knowledge of computer data systems. Familiar with government reporting for grants.
Preferred Qualifications
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probably interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable to verifiable criteria.
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15-20 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Dexterity: Requires the ability to perform simple movements requiring moderate coordination, such as those required to operate office equipment or computer equipment.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of the methods, policies, and procedures of Pitt Community College and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Secretary I. Has considerable knowledge of modern office practices, methods, and procedures. Has considerable knowledge of clerical and secretarial practices, and of the operation of standard office machines and equipment used within the department. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has knowledge of the laws, regulations, standards, policies, and procedures pertaining to the essential duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply regulations, procedures and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Is able to effectively interact with supervisors, students, faculty, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in persona and by telephone. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Is able to use independent judgment and work with little direct supervision as situations warrant. Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers and software programs typically utilized in the position. Is able to read, understand, and interpret reports and related materials. Is able to type and perform data entry accurately and with appropriate speed.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments/divisions, co-workers, students, faculty, and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, established policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Attendance: Attends work regularly and adheres to established policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and college benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships with department employees, students, faculty, managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the college and project a positive image. Tactfully and effectively handles requests, suggestions, and complaints from other departments and persons in order to maintain good will. Interacts effectively with fellow employees, supervisor, students, faculty, professionals, and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the college and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Position Description
Grant funded, time limited part-time position, responsible for performing clerical and secretarial work in support of the Title III Grant. Under general supervision, the Administrative Assistant will collaborate across campus as needed to assist with the collection, entry, and reporting of data for the Title III grant. The Administrative Assistant will oversee the Title III data system management. The Administrative Assistant will collaborate with the Director of Teaching and Learning and the Coordinator of Professional Development and Learning Assessment in planning, marketing, and facilitating faculty development activities on campus. The Administrative Assistant will assist with research for the department and budget support and management as needed. The Administrative Assistant will participate on select campus committees as deemed necessary by the Title III Grant Project Director and the Coordinator for Professional Development and Learning Assessment. Reports to the Title III Grant Project Director.
The Administrative Assistant is responsible for answering telephone calls and greeting visitors, providing customer service, typing and/or processing documentation, gathering information, maintaining calendars, ordering office supplies, maintaining files/records, overseeing activities of work-study students, or performing other tasks related to activities of the assigned department/division. Performs related work as directed.
This is a grant funded position. Upon completion of the grant cycle, the position will not be renewed.
Manage Title III Office by providing data entry assistance, project's data system management, and support of day-to-day in house fiscal accounting system.
Assist with the data collection, entry, and reporting for the Title III Grant.
Collaborate with the Coordinator of Professional Development and Learning Assessment. Collaboration may include research for presentations and facilitation of webinars as needed as well as assistance with the planning and documentation of the campus General Assessment.
Provides direction, training, and assistance to Work Study students and Technical Assistants; coordinates and assigns daily work activities; monitors status of work, inspects completed work, and troubleshoots problem situations.
Provides secretarial/clerical support for management personnel and staff of assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Serves as liaison in coordinating work activities and communicating information between the assigned department/division and other departments/divisions, instructors, students, external individuals/agencies, or others.
Answers telephone calls and greets visitors; screens calls/visits and ascertains nature of business; directs callers/visitors to appropriate personnel records/relays messages; responds to requests for service/assistance and dispatches staff members as appropriate; initiates and returns calls as necessary.
Provides information or assistance regarding department/division or college programs, services, activities, forms, procedures, fees, or other issues; disseminates or receives forms/documentation; responds to routine questions/complaints and initiates problem resolution.
Types, transcribes, proofreads, edits, or completes various forms, reports, correspondence, logs, lists, statistical reports, requisitions, purchase orders, invoices, travel reimbursements, meeting minutes, agendas, certificates, contracts, calendars, schedules, questionnaires, newsletters, flyers, brochures, signs, posters, or other documents.
Receives various forms, reports, correspondence, logs, lists, schedules, charts, statistical data, resumes, registration forms, course outlines, syllabi, time sheets, requisitions, work orders, contracts, incident reports, accident reports, news articles, catalogs, policies, procedures, rules, regulations, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
Maintains calendar of activities; schedules and confirms appointments, meetings, interviews, conferences, classes, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Coordinates arrangements for various meetings, which may include preparing agendas and meetings packets, coordinating room/equipment setup, coordinating food/refreshments, attending meetings, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department/division staff.
Assists in gathering, organizing, and/or processing information, documentation, or statistical data; prepares, assembles, and/or distributes information, reports, surveys, questionnaires, or packets; submits required reports to state, federal or other agencies as appropriate.
Processes documentation pertaining to personnel/payroll activities; obtains and reviews employment forms; reviews timesheets for accuracy, researches discrepancies, and forwards for payment; maintains files and records.
Monitors inventory of office equipment, forms and supplies; ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement supplies; obtains competitive price quotes; distributes or delivers equipment/supplies as needed; schedules use of department/division equipment or vehicles.
Assists in monitoring expenditures of assigned department/division to ensure adherence to established budget; prepares or processes requisitions, purchases orders, or budget transfer requests; maintains records of expenditures and other financial activities.
Processes incoming/outgoing mail and e-mail messages; sorts, distributes, opens, screens, and/or routes incoming mail; prepares outgoing mail for pickup; assists in conducting mass-mailing projects.
Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
Maintains current publications, manuals, resource materials, or other documentation for reference purposes.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, updating department manuals/documentation, distributing documentation, or maintaining lost/found items.
Assists in coordinating or conducting special projects, activities, or events; serves on special committees as assigned.
Communicates with supervisor, employees, applicants, students, graduates, other divisions, other departments, college officials, faculty, staff, other educational institutions, sales representatives, vendors, the public, the media, outside agencies, and other individuals as needed to coordinate work activities; review status of work, exchange information, or resolve problems.
Maintains confidentiality of departmental documentation and issues. Provides assistance or backup coverage to other employees or departments as needed.
Performs related duties as directed.