Administrative Assistant II

POSITION TITLE

Administrative Assistant II

STATUS: Full Time

DEPARTMENT: Academic Excellence and Support

DIVISION: Academic Affairs

CLASSIFICATION: Non-exempt

UNION: TOSSC

REPORTS TO: Dean, Academic Excellence and Support

PLACEMENT: Grade 107

HIRING RANGE: $22.82 - $24.19 hourly

POSITION SUMMARY

Under general direction, supports and provides daily assistance to the Dean of Academic Excellence and Support in a wide variety of areas including event planning, special projects, budgets, purchasing, correspondence, maintenance of the calendars and problem solving for the day-to-day operations of the Office of Academic Excellence and Support.

Communicates effectively with the office of the Vice President of Academic Affairs and works closely with department chairs, secretaries, tenure-track faculty, and Academic Excellence and Support coordinators. Ensures meetings and events are scheduled in a timely manner, handles information requests and performs other functions as assigned. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires exercise of discretion, confidentiality, and knowledge of the policies and procedures within the department and college systems.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide administrative support to the Dean of Academic Excellence and Support and handling of confidential materials.
2. Prepare and type correspondence, memos, documents, internal and external reports and other related materials. Prepare and maintain mailing lists, records, handbooks, databases and files.
3. Receive and direct visitors, provide desk coverage, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail and reply to department emails. Provide technical support to department personnel and students as needed.
4. Maintain the Dean’s calendar; plan, coordinate and schedule appointments and meetings; disseminate information. Maintain files for the office of Academic Excellence and Support.
5. Prepare purchase requisitions, period activity pay, department credit card statements, prepare spend authorizations and expense reports, and order and maintain inventory supplies.
6. Process work orders for facility services, food service, media services, and IT help desk.
7. Take minutes at all Professional Development Advisory Team and Student Learning and Assessment Committee meetings, transcribe/summarize, and distribute/post as required.
8. Provide support to AES faculty coordinators and dual credit liaisons as needed, including but not limited to ordering supplies, work orders, processing stipends, etc.
9. Assist the Dean, in hiring student worker(s) and the day-to-day oversight of the student worker(s).
10. Maintain and update webpages and portal pages for the Office of Academic Excellence and Support, including but not limited to faculty development, assessment, IRB, PDAT, etc.
11. Assist the Dean in maintaining and monitoring departmental budget and grant expenses; create budget amendments as needed.
12. Assist in scheduling and coordinating events such as faculty development speakers, Professional Development Day (EDUCON), Adjunct Faculty Dinner, and Opening Week activities during the fall and spring semesters.
13. Coordinate and schedule travel for the Dean of Academic Excellence and Support, including making accommodations, submitting spend authorizations, and completing expense reports and mileage.
14. Maintain records of Institutional Review Board proposals and approvals. Assist with scheduling meetings for IRB committee as needed.
15. Coordinate annual award applications, including NISOD awards, ICCTA Outstanding Faculty and Adjunct Faculty of the Year, etc.
16. Assist with faculty evaluation coordination, including identifying development of evaluation timeline, evaluation course requests, and creating projects in evaluation software.
17. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate’s Degree.
2. Three (3) years of professional work experience.
3. Extensive technology skills and knowledge of Microsoft Office Word, Outlook, Excel, Teams, etc.
4. Excellent communication skills, detail oriented, creative, and accurate.
5. Excellent oral, written, and interpersonal communication skills as well as excellent telephone skills.
6. Must be dependable, have the ability to prioritize projects, work as part of a team, meet deadlines, type accurately, pay close attention to detail, and produce high quality work with minimum supervision.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Bachelor’s degree.
2. Experience with Colleague/Ellucian system.
3. Experience working within a community college or educational structure.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.