DEFINITION:

The principal purpose of this position is to provide senior level 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. Assignments may be broad in nature requiring creativity and ingenuity and incumbents may be responsible for defining approaches. 

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from Dean, Health & Human Services
• Receives indirect supervision from Department Chairs and Program Directors

• Does not exercise supervision, but may provide work direction or advice to team members (i.e. administrative assistants, part-time, work-study, etc.)

• May act as a lead on some projects and guide lower level team members

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Perform complex and confidential administrative activities for Dean level management staff including but not limited to:
  1. independently respond to letters and general correspondence of a routine nature
  2. prepare reports and graphic materials as assigned
  3. ensure that regulatory or accrediting agencies receive appropriate forms and reports
  4. prepare meeting minutes and other correspondence and documentation as needed
  5. may participate in budget preparation and administration
  6. maintain calendars of department activities, meetings and events
• Assist with the daily functioning of the Health & Human Services programs including but not limited to:
  1. Maintain/update all information posted on shared drive
  2. Submit e-pro orders for equipment and supplies
  3. Input curriculum semester schedules
  4. Update student handbooks
• 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 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 and reporting
• Advanced principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic word processing methods, techniques and programs
• Basic mathematical principles
• Principals and techniques used in public relations

Ability To:

• 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
• Communicate clearly and respectfully, both verbally and in writing

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
• Interpret and apply the policies and procedures of the function to which assigned
• Coordinate work assignments with others
• Respond to routine inquiries and requests for information
• Work independently in the absence of supervision
• Draw solutions from a wider range of experience
• Solve problems in a timely manner

• 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 50 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 degree in business or related field

Minimum Experience:

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

Preferred Education/Training, Experience, Skills:

• Bachelor's Degree or higher with a combination of equivalent experience. Prefer 3-5+ 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.

• Successful 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.