Closes: Wednesday, February 28, 2024
Target Start Date
Expected Work Hours
A minimum of an Associate Degree in Office Administration or a related field along with two (2) – four (4) years of experience as an administrative assistant or in a clerical support role is required for this position.
See minimum qualifications
Under the direction of the Dean of Continuing Education, performs clerical and administrative support functions for the Academic Affairs division (Continuing Education and Curriculum).
Curriculum Duties: Assists curriculum deans by typing letters, memorandums, labels, manuals, master lists, and other correspondence as needed. Prepares faculty overload and adjunct faculty contracts; processes contract adjustments as needed. Collects faculty timesheets and prepares encumbrance memos for payroll. Manages administrative aspects of Advisory Committees including, but not limited to, preparing and distributing letters of appointment, reappointment, and appreciation; maintaining up-to-date membership lists; collecting and filing meeting minutes; and processing expenses associated with committee meetings. Cross trains on duties of the Administrative Assistant to the Vice President for Academic Affairs.
Continuing Education Duties: Supports the division by assisting with registration and handling requests for information. Answers telephone and greets visitors; routes persons to the appropriate office or staff person; takes and receives messages for division staff; follows up on actions requested. Assists the Dean of Continuing Education, CE directors and coordinators by typing letters, memorandums, syllabi, tests, labels, manuals, master lists, and other correspondence as needed. Works with directors, coordinators, and the Print Shop to update CE semester schedule documents for publication. Orders materials, places work orders, processes invoices, and maintains an inventory of materials and supplies for the office. Cross trains on duties of the CE Registrar.
Institutional Duties: Serves on institutional committees as appointed. Performs other duties as assigned.
Knowledge of: Principles and practices of PCs and related software. Office practices, procedures, and methods. Office machines required such as computers, communications systems, copiers, and other machines. Ability to: Communicate effectively verbally and in writing. Communicate professionally with external contacts, both professional and technical, other departments/divisions, customers, and the public. Operate a PC and related software. Maintain effective working relationships with other people. Use office machines at the speed and level of accuracy required for the position. Prioritize and manage tasks to make sure the division meets deadlines. Handle automated work systems and stay informed about system changes and developments to enable the unit to continuously improve its service. Provide support to a number of staff members to enable them to meet their work requirements. Maintain confidentiality of information and records.