"Administrative Assistant I, Instruction"

PURPOSE AND SCOPE:

The Administrative Assistant I will be responsible for providing detailed and task-oriented support to an LSC Executive and to the department team as assigned. Will perform standard administrative work and ensure efficient day-to-day operation of the office. The Administrative Assistant will resolve problems that arise from students, faculty and staff, handle sensitive and confidential records, assist with budget issues, and act as a liaison on behalf of their assigned executive.

ESSENTIAL JOB FUNCTIONS:

1. Performs a variety of administrative and operational support functions for assigned executive and department. This may include but is not limited to; creating and monitoring a variety of reports; making travel arrangements and completing related paperwork; maintaining a variety of information/data for executive's review; ensuring all action items and resulting documents are processed/finalized appropriately; sorting and prioritizes mail; maintaining calendars; planning, scheduling and coordinating a variety of meetings (individual and group), etc.
2. Orders and maintains a variety of supplies (office supplies and furniture, computer equipment, promotional items, food and beverages for meetings/events, etc.). Processes purchase orders and P-card purchases for individuals, department, and possibly grant programs.
3. Monitors multiple budgets and runs a variety of related reports.
4. May maintain dashboard for division and notify employees of meeting necessary deadlines.
5. Operates a variety of office equipment and utilizes one or more standard business software packages at a superior level.
6. Coordinates with internal and external executive-level staff to accomplish moderately complex activities such as identifying and scheduling outside speakers, and developing agendas or recreational programs for meetings and events.
7. Plans, assists with and attends a variety of meetings, committees, and events. Takes minutes and disseminates information to all relevant constituents as needed.
8. Some positions may assist student as needed, including but not limited to processing documents/correspondence, answering general questions, assisting with general issues, etc.
9. Responsible for other reasonable, related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proficient in the use of computers and related software for word processing, spread sheets, and database management; Specific software experience in Windows and Microsoft Office.
• College level oral and written communication skills are essential.
• Demonstrated soft skills necessary for office management.
• Ability to handle confidential information.
• Ability to work effectively and efficiently with minimal supervision.
• Attention to detail and the ability to successfully manage multiple tasks with overlapping time-frames and deadlines.
• Ability to use and learn new software products.
• Ability to document and track expenses.

PHYSICAL ABILITIES:

The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.

WORK SCHEDULE AND CONDITIONS:

Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment. Interface with internal and external contacts as needed to carry out the functions of the position. Work is performed in a climate-controlled office with minimal exposure to safety hazards.

REQUIRED QUALIFICATIONS:

High school diploma or GED and at least 5 years of experience, or an equivalent combination of education and experience.

PREFERRED QUALIFICATIONS:

Associate degree or higher.

Salary:

Hiring salary range is $36,057-$41,466. Lone Star College provides a hiring salary range for all posted full-time non-faculty positions.