FT-Administrative Assistant II - Dean of Business Division

FT-Administrative Assistant II - Dean of Business Division

Employer

Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Winterville, NC

Salary/Grade

Depends upon Qualifications

Benefits

State of NC Full Time Benefits

Job Category

  • Clerical

Application Period

Opens: Wednesday, November 3, 2021
Closes: Sunday, December 5, 2021

Target Start Date

Monday, January 3, 2022

Expected Work Hours

M-F

Reports to

Dean of the Business Division

Employment Type

Full-Time Position

Minimum Qualifications

Associate’s degree in office administration, secretarial science, or related field. Three to five years of administrative office experience, or any equivalent combination of education and experience which provide the required skills, knowledge, and abilities. Community college experience preferred.

Preferred Qualifications

Physical Requirements:   Must be physically able to operate a variety of automated office machines including copier, computer, etc.  Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work which requires sitting most of the time, but may involve walking, standing, or stooping for brief periods of time.  Must be able to lift and/or carry weights of approximately twenty pounds.
 
Data Conception:   Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
 
Interpersonal Communication:   Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes the giving of assignments and instructions to assistants.  Includes the receiving of information and instructions from supervisor.
 
Language Ability:   Requires the ability to read a variety of documents and reports.  Requires the ability to prepare and/or type documents and reports such as course outlines/syllabuses, minutes of meetings, mailing labels, memos, and general letters of correspondence, etc., using the proper format, punctuation, spelling and grammar. Requires the ability to communicate with co-workers, supervisor, other staff members, students, instructors, etc. with poise, voice control, and confidence.
 
Intelligence:   Has the ability to apply rational systems such as computer operations, administrative assistance, human relations, etc., in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
 
Verbal Aptitude:   Requires the ability to record and deliver information and to follow verbal and written instructions.
 
Numerical Aptitude:   Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages and decimals; and determine time and weight.
 
Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width and shape.
 
Motor Coordination:   Requires the ability to coordinate hands and eyes in utilizing automated office equipment.
 
Manual Dexterity:   Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.  Must have moderate levels of eye/hand/foot coordination.
 
Color Discrimination:   Does not require the ability to differentiate colors and shades of color.
 
Interpersonal Temperament:   Requires the ability to deal with people beyond receiving instructions.  Must be adaptable to perform under minimal stress when confronted with an emergency.
 
Physical Communication:  Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)

Knowledge of Job:  Has good working knowledge of administrative practices and procedures as they apply to the functions of the Division.  Has thorough knowledge of office practices and procedures and the care and use of a variety of office machines and equipment used in recordkeeping, accounting and report preparation. Has the ability to type at the required corrected rate. Is able to understand and apply established rules, procedures and instructions to the maintenance and preparation of financial records. Has working knowledge of laws, rules, policies and regulations that apply to the functions of the Division. Is able to collect, compile, and assemble information clearly and concisely. Has the ability to apply common sense and understanding to perform repetitive tasks, and is able to use independent judgment in routine as well as occasional non-routine situations. Able to perform required mathematical calculations quickly and accurately. Able to maintain standards of accuracy in all reports and accounts.  Has the ability to perform duties without the need for close supervision. Has the ability to perform duties under stress related to meeting deadlines for reports, testing materials, etc. Has the knowledge and ability to counsel and advise students in a variety of areas.  Able to communicate effectively with various individuals and groups including: instructors, students, department chairs, dean, other PCC staff, etc.
 
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 College departments and divisions, co?workers 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 for meeting deadlines. Completes assigned work on/or before deadlines in accordance with directives, College 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 College 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 the 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 specify 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 College policy or procedures etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the College.  
 
Relationships with Others:  Shares knowledge with managers, supervisors and staff for the mutual College’s benefit(s). Contributes to maintaining high morale among all College employees.   Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the College and to project a good image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the College.  Emphasizes the importance of maintaining a positive image within the College. Interacts effectively with higher management, 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

Under general supervision, is responsible for coordinating the day-to-day activities for the Office of the Dean of the Business Division of Pitt Community College. Provides administrative support to the faculty, staff, and students in a variety of areas.  Reports to the Dean of the Business Division.

ESSENTIAL JOB FUNCTIONS
 
Provides students with information about Pitt Community College and the departments of the Business Division. Responds to questions/inquiries by faculty, staff, students, and other customers. 
 
Maintains a high degree of confidentiality in communication and documentation with the Dean, Department Chairs, faculty, staff, and students.  
 
Coordinates communication for the Division via e-mail, phone calls, written correspondence, text messaging, meetings, and webmail. 
 
Gathers and compiles information and data to prepare and process part-time [adjunct] contracts and requisitions utilizing e-Procurement, Datatel, [Colleague].
 
Performs various administrative duties that support the Dean and the Division including typing letters, memos, reports, course outlines/syllabuses, minutes of meetings, mailing labels, etc.; copies documents; coordinates print shop orders; sorts and distributes mail and reports; schedules appointments; etc.
 
Uses Microsoft Word, Microsoft Excel, Power Point, Datatel [Colleague], GroupWise (with PCC Share responsibility), and various web browsers. 
 
Processes and prepares spreadsheets and databases for payroll, travel petitions and reimbursements, faculty and staff rosters, etc.
 
Maintains inventory of office equipment and related supplies. Ensures that all equipment is maintained and serviced properly.  Orders and distributes supplies as needed.

Directs and oversees the work and performance of Business Division work-study students and Humber 112 Open Computer Lab technical assistants. Performs such duties as assigning, reviewing, planning and supervising; maintaining work standards; coordinating work activities; and performing work evaluations. 
 
Assists with the registration process on a semester basis for the Division. Encodes schedules, assists students and faculty with forms, questions and directions.
 
Receives, reviews, processes, submits and/or files a variety of documents and reports including payroll, faculty schedules, graphic arts forms, travel, requisitions, work orders, etc. 
 
Operates and maintains a variety of standard office machines and equipment including a computer, printer, copier, calculator, etc.
 
ADDITIONAL JOB FUNCTIONS
 
Attends and assists with various committees and student organizations as required.  Participates in professional activities commensurate with position and job functions.
 
Performs other duties as required.

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